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Supporters and Patrons of the OHS Theatre
The Oswego High School Theatre Booster Group Constitution and Bylaws Ratified: October 22, 2008 Amended: March 6, 2009 |
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Article I: NAME The name of the corporation shall be Supporters and Patrons of the OHS Theatre, Inc. (S.P.O.T.), hereinafter "the corporation". Article II: PURPOSE The purposes for which the corporation is organized are: - to provide financial assistance and spontaneous services for the Theatre programs of the Oswego High School located in Oswego, New York which includes the Student Technical Crew, OHS Drama Club, OHS Chorus Musical, and the Ralph M. Faust Theatre facility and all supportive units as may be added; - to maintain an organized group of parents, alumni, and other supporters; - to aid in the development of student interest; to support the curriculum and activities; - to promote student leadership and responsibilities; and - to do and deal in and with any and all other things necessary and desirable and consistent with these purposes. Article III: MEMBERSHIP Section 1: Types of membership. 1.1 Voting members of the corporation shall be any dues paying members, comprised of alumni of the Theatre Tech-Crew, parents or guardians of students participating in any Theatre program activities, any School District teachers or employees that may work on any Theatre program activities; and/or any Community members that choose to become involved in the activities held within the Oswego High School Theatre. 1.2 Associate members shall be all other non-voting persons whose interest is to further the purpose of the organization. Section 2: Voting rights. Each voting member of the corporation shall have one vote, providing that the members annual dues have been paid and are up to date; on any matter under consideration by the membership of the corporation at any meeting of the membership. Associate members, whom are non-dues paying members, shall not have the right to vote. The right to vote shall be exercised only once by each voting member. Section 3. Member involvement. Members are urged to keep in contact with the S.P.O.T. organization and it's activities frequently and on their own. Article IV: NOT FOR PROFIT PURPOSE The corporation is organized exclusively for charitable and educational purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organization under Section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future tax code. No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, officers, or other private persons, except that for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article II: PURPOSE. No substantial part of the activities of the corporation shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the corporation shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of this document, the corporation shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future tax code, of (b) by an organization, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code or corresponding section of any future tax code. Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of Section 510(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 V: AMENDMENTS Section 1: Amendments to this constitution require approval by two-thirds of the full membership. These five (5) articles alone shall embody the constitution of this organization. Bylaws Article I: Officers and Duties Section 1: Officers. The
officers of this corporation shall be a President ,
a Vice-President , a Secretary , and a Treasurer. These officers shall
perform the duties prescribed by these bylaws and by the parliamentary
authority adopted . The officers of this corporation
shall serve without compensation. Section 2: Duties of the President. The
President shall be the Chief Executive Officer of this corporation and shall
preside at all of the membership and Board of
Directors meetings; he/ she shall actively direct the affairs of this
corporation; and shall perform such other duties as directed by the Board of
Directors, including the following expectations: - Call monthly business meetings - Pay annual membership dues - Require that all other elected
officers and chairpersons have their current dues paid. - Be familiar with the SPOT
Constitution, and the contents contained therein. - Operate the SPOT organization via
the SPOT constitution, including the annual election process. Give directions
as necessary. - Appoint Committee Chairperson as
needed. - Appoint Committee members (with
recommendations from chairpersons as necessary) as needed. - Minimum monthly communications with, and oversee the duties of all other officers. Give
directions as necessary. - Minimum monthly communications with, and oversee the duties of all chairpersons. Give
directions as necessary. - Spend SPOT funds as necessary (not
to exceed $100.00 without membership approval) The
following actions are also recommended:
- Make an attempt
to be visible to the OHS Theatre crew and students at concerts/shows. - Remain in weekly contact with OHS
Theatre Manager. - Have the SPOT Constitution available
at each meeting. - Have the minutes of each previous
meeting ready to vote on at each subsequent meeting. Section 3: Duties of the
Vice-President. The
Vice-President shall perform all the duties and have the powers of the
President in his/ her absence; and shall assume any duties assigned by the
President or the Board of Directors. (refer to
Article V, Section 3.2 "Election of Officers"); serve on all
committees as liaison between committee members and the Board of Directors;
shall be the contact for New York State for Summons or notice and complaints.
Section 4: Duties of the Secretary. The
secretary shall keep a copy of the Constitution and the bylaws; shall record
minutes of the business meetings of the organization and of the Board of
Directors; shall keep available a complete record of such for the duration of
term of office; shall maintain a Membership List with addresses and telephone
numbers; shall organize and maintain complete records of all organization
activities to be provided to all incoming officers; shall serve as a
repository for various committee reports and other documentation to be
maintained on file in duplicate; and shall assume responsibility for mailing
the written notice of the annual membership meeting to each member . (See
Article VI, ;Section 5). Section 5: Duties of the Treasurer. The
Treasurer shall keep the accounts of the corporation in a true and accurate
manner; shall have charge of all receipts and disbursements; shall make a
Treasurers report at all meetings of the corporation and the Board of
Directors and shall submit the financial records of the corporation for audit
to a C.P.A. or other professional accountant appointed by the Board of
Directors no later than August 31st of each year. Section 6: All elected officers and
appointed chairpersons must pay their annual membership dues to be able to
serve. Any officer or chairperson who is not current with their membership
dues is considered inactive, and cannot represent the SPOT organization,
vote, or conduct any other business on behalf of the SPOT organization. Article II: Board of Directors
and Duties Section 1: Board of Directors. The four
officers of the corporation, the three standing committee chairpersons and
the Oswego High School Theatre Manager shall constitute the Board of
Directors. Section 2: Qualifications of the Board of
Directors. All members of the Board of Directors must be voting (dues paying)
members of the organization at the time of elections. Section 3: Duties of the Board of
Directors. The Board of Directors shall manage the affairs of the
corporation. Section 4: Board of Directors Meetings.
The Board of Directors will meet a minimum of four (4) times per year. The
time and place of each Board meeting shall be fixed by the Board of
Directors. Section 5: Quorum. A majority of members
shall constitute a quorum. Section 6: Officer Vacancies. When an
officer vacancy occurs such a vacancy shall be filled by a majority vote of
the Board of Directors. An officer so elected to fill a vacancy shall serve
until the next annual meeting at which the election of officers is in the
regular order of business and until his / her successor is elected and
qualified. Section 7: Removal of Officers. Removal
of elected officers or chairpersons shall be done by a 2/3 vote of the Board
of Directors. Section 8: No member of the Board of
Directors, officer, member, or representative shall take any action which
would result in loss of tax-exempt status or reclassification of the
corporation as a private foundation. Section 9: The Board of Directors may
adopt a corporate seal. Article III: Standing Committees
and Duties Section 1: Standing Committees. The
standing committees shall be: Finance,
Communications and Volunteer Coordinator. The chairpersons for these committees shall be
appointed by the President. Section 2: Finance Committee. 2.1 The Finance committee shall
include the Oswego High School Theatre Manager, the Finance Committee
Chairperson, Treasurer, and any other persons selected by the chairperson to
fulfill the responsibilities of this committee. They shall be responsible for
the preparation of the budget, its periodic review, and for making
recommendation to the Board of Directors and to the corporation regarding
changes to the budget during the budget year. 2.2 The Finance committee shall
present the proposed budget to be acted upon by the membership at the
corporation's last general meeting of each school year. 2.3 The Finance committee shall
present a proposed plan for raising funds to implement the budget at the
corporations last general meeting of the school year. 2.4 All fund
raising activities of the organization will be presented by the
Finance Committee to the Board of Directors for approval. Section 3: Communications Committee. 3.1 The Communications Committee
shall consist of the Communications Committee chairperson, and any other
persons selected by the chairperson to fulfill the responsibilities of this
committee. 3.2 It shall be the responsibility of
this committee to keep the membership informed of the activities of the organization,
for publicizing the activities of S.P.O.T. in the community. 3.3 The Communications Committee
chairperson shall preside over the five subcommittees (Newsletter, Publicity,
E-mail, Web site) as well as any other sub-committees necessary to fulfill
the responsibilities of the Communications Committee. 3.3.1 The Newsletter
sub-committee shall be in charge of publishing a
S.P.O.T. organization newsletter at regular intervals throughout the year.
The newsletter shall include all events in which the Theatre is involved,
meeting information, announcements, and any other information of importance
to the organization. 3.3.2 The Publicity sub-committee
shall be responsible for keeping an up-to-date file on the Theatre and
activities during the school year. This will include appropriate photographs
of the events, their members, as well as any performances, trips, etc.,
throughout the year. This committee shall coordinate all publicity for the
various standing committees of the organization. 3.3.3 The E-mail sub-committee
shall be used to disburse information quickly to each member of the Theatre
and their parents via the internet. The committee will be responsible for
setting up a working e-mail list. Information to be distributed via e-mail
shall be determined by the Board of Directors. 3.3.4 The Web site Sub-committee
shall be used to disburse information to each member of the S.P.O.T.
organization and the community via the internet. The committee will be
responsible for maintaining a working web site. The information on the web
site shall be determined by the President, the Theatre Manager, or the
Communications Chairperson. Section 4: Volunteer Coordination
Committee. 4.1 The Volunteer Coordination
committee shall consist of the Volunteer Coordination Committee Chairperson
and any other persons selected by the chairperson to fulfill the
responsibilities of this committee. 4.2 It shall be the responsibility of
this committee to work closely with the Oswego High School Theatre Manager to
regulate the attendance and scheduled work times of members of the S.P.O.T.
organization within the Oswego High School Theatre, according to the current
policies of the Oswego High School, administration
and security personnel. 4.3 The Volunteer Coordination
committee chairperson shall preside over a Chaperone sub-committee, as well
as any other sub-committees necessary to fulfill the responsibilities of the
Volunteer Coordination Committee. 4.3.1 The Chaperones
sub-committee shall work closely with the Theatre Manager to find chaperones
for trips and / or other activities of the Oswego High School Theatre
students during the school year. Article IV: Finance Section 1: Annual Budget -Preparation.
The finance committee shall be responsible for the preparation of the annual
budget its periodic review, and for making recommendation to the Board of
Directors and to the corporation regarding changes to the budget during the
budget year. Section 2: Annual Budget -Adoption. The
Finance Committee shall present the proposed annual budget to be acted upon
by the membership at the corporations last general meeting of each school
year. Section 3: Plans for Fund Raising. The
Finance committee shall present a proposed plan for raising funds to
implement the budget at the corporation's last general meeting of the school
year. Section 4: Expenditure of Funds. 4.1 Any obligation or expenditure of
the corporation 's assets in excess of one hundred
dollars ($100.00) shall require the prior approval of the Board of Directors.
4.2 Any obligation or expenditure of
the corporation 's assets in excess of one thousand
dollars ($1,000.00) shall require the prior approval of the membership. Section 5: Dues. The amount of the annual
dues shall be determined by the Board of Directors. Membership dues are due
yearly on June 1st. and must be current in order to
vote. Section 6: Deposit of Funds. All funds of
the corporation shall be deposited in a local banking institution designated
by the Board of Directors. Section 7: Disbursement of Funds. All
disbursements of funds of the corporation shall be made by checks signed by
the Treasurer and counter-signed by the President or the Vice-President. Section 8: Annual Financial Report. The
Board of Directors shall present a financial report verified by the President
and Treasurer, or by a majority of the Board of
Directors, or by an independent public accountant at the last meeting of the
fiscal year. Article V: Elections Section 1: Nominating Committee. A
nominating committee shall be appointed by the President in March of each
year. This committee will present to the Board of Directors at its April
meeting a slate of officers to be nominated. The slate will be presented to
the membership at the general meeting in May. Section 2: Other Nominations. 2.1 Nominations may also be made by
members of the corporation. Such nominations must be in writing and filed
with the Secretary not less than five (5) days before the annual meeting at
which the officers are to be elected. 2.2 Nominations may also be made in
person at the May general meeting. (These nominees shall be contacted by the
nominating committee to review duties of the specific office that they have
been nominated for). Section 3: Election of Officers. 3.1. Officers of the corporation
shall be elected at the annual meeting by a majority of
the membership present and voting. Section 4. Term of Office. 4.1 The officers shall be elected for
a term of one year, or until their successors are elected. 4.2 Their term of office shall begin
on July 1st. 4.3 Newly elected officers (and
appointed standing committee chairpersons) will work with the outgoing Board
of Directors, beginning with the general election in May to provide
continuity to the corporation, although they will not be able to vote as
Board members until their term begins (see 4.2). Article VI: Meetings Section 1: Minimum Number of Meetings.
There shall be a minimum of six general membership meetings per year. Section 2: Annual Meeting. The annual
meeting of the corporation will be held each year in May. The meeting will
give itself primarily to the election of officers, as well as required
reports from the Board of Directors. Section 3: Additional General Membership
Meetings. Special meetings can be called by the President or the Board of
Directors, at a time and place to be designated by the Board of Directors. Section 4: Quorum. A quorum shall be
constituted by the voting members present. Section 5: Notice of Annual Meeting.
Written notice of the place, date and hour shall be sent by the Secretary to
all voting members not less than 10 days or more than 50 days prior to the
annual membership meeting. Article VII: Amendments of the
Bylaws These
bylaws can be amended at any regular meeting of the corporation by a
two-thirds vote, provided that the amendment has been submitted in writing at
the previous regular meeting. Article VIII: Parliamentary
Authority The rules
contained in the current edition of Robert's Rules of Order shall govern the
corporation in all cases to which they are applicable and in which they are
not inconsistent with these bylaws and any special rules of order the
organization may adopt. Article IX: Statement of
Dissolution In the
event of dissolution of the Supporters and Patrons of the OHS Theatre, the
board of directors shall, after paying and making provisions for the payment
of all liabilities, distribute all the assets of the corporation over to an
organization dedicated to charitable and/or educational purposes and which
has been recognized as a 501(c)(3) organization by the Internal Revenue
Service.Section 6: Officer Vacancies. When an officer vacancy occurs
such a vacancy shall be filled by a majority vote of the Board of |
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Date: 12/29/2022 |