Cleveland Heights Band and Orchestra Parent Organization
(An Ohio Corporation Not for Profit)
Name and Purpose
Section 1: The name of this Organization shall be the Band Orchestra Parent Organization (BOPO).
Section 2: The Mission of the Band Orchestra Parent Organization (BOPO), is to help promote the importance of Music Education at Cleveland Heights High School and to assist in providing parental and monetary support of IMD events, for the students, staff and directors of the Instrumental Music Department through fundraising efforts.
Section 1. Membership. All Parents and Guardians of students in the Instrumental Music Department, designated Administrator and the Director or Directors of the Department shall be members of this organization. There shall be no formal assessment of dues. Members are encouraged to participate in yearly fundraisers.
Section 2. Meetings. Meetings shall take place on the 2nd Tuesday of each month at Cleveland Heights High School, in Cleveland Heights, Ohio at 7:00 p.m., or any other place and time that is deemed appropriate by the Organization. Monthly meetings will be held from August to May of the school calendar year. Notice of any changes can be given in person or electronically.
Section 3. Special Meetings. Special meetings of the members may be called by the President, Co-President, Vice President, Treasurer, Secretary or any Committee Chair. Each special meeting of the members shall be held at any location, date and time that is convenient for the majority of the members who will be attending said special meeting.
Section 4. Notice of all Meetings. Written Notice stating the date, time, place and purpose of a meeting of the members shall be given either by personal delivery, or electronically.
Section 5. Voting Rights of Members. Each member shall be entitled to one vote on each matter properly submitted to the members for their votes, consent, waiver, release or other action. Only members of the Executive Board may vote by proxy. Any member of the Executive Board voting by proxy, can give said vote verbally to another member to convey, or electronically.
Section 6. Quorum. The members present in person at any meeting of the members shall constitute a quorum. The affirmative (or negative) vote of the majority of the members represented at a meeting shall be sufficient for the authorization or taking of any action voted upon by the members.
Officers of the Executive Board
Section 1. Designation of Officers. The Executive Board of the Band, Orchestra Parent Orchestra Organization (BOPO) shall be made up of the following; President (or co-Presidents), Vice President, Secretary and Treasurer.
Section 2. Selection of Officers. Any member (in good standing) of the Band Orchestra Parent Organization (BOPO) is entitled to self- nominate or nominate a person(s) to fill a vacancy(s) on the Executive Board. Nominated candidates will be presented to the membership, during the final Band Orchestra Parent Organization (BOPO) meeting of the school calendar year. Candidates will be elected by a majority vote of those present.
Section 3. Quorum. When any members of the Executive Board meet, it shall be considered a quorum.
Section 4. Term of Office for Executive Board. The Officers of the Executive Board shall hold office until their successors are chosen, except in the case of resignation, death or removal from office. The Executive Board may remove an Officer at any time, with cause. Vacancies on the Executive Board will be appointed by the remaining members of the Executive Board.
Section 5. President (or Co-Presidents) shall exercise general supervision and control of the affairs of the Band Orchestra Parent Organization (BOPO), and be an ex-officio member of all committees. The President (or Co-Presidents) shall perform all of the duties incident to the office and other duties as from time to time shall be required.
Section 6. Vice President. The Vice President in the absence or inability of the President (or co-Presidents) to act, shall perform the duties of the President (or co-Presidents) and possess like powers and authority.
Section 7. Secretary. The Secretary or other designated person, shall keep (and post) the minutes of each monthly meeting of its members. Minutes are to be posted on the Band Orchestra Parent Organization (BOPO) web page, no later than 1 week following the adjournment each monthly meeting. The Secretary, or other designated person, shall annually compile (and keep up to date) the Instrumental Music Department Student/Parent roster and perform duties incident to the office or that may be required by the Executive Board.
Section 8. Treasurer. The Treasurer shall have charge of the receipt and care of all monies and investments of the Corporation; disburse the monies of the Corporation as may be required in its operation and in accordance to the directions of the Executive Board; keep full and correct books of account of monies and investments of the Corporation; prepare and present at each regular monthly meeting of the members, a report of the financial condition of the Corporation; shall invest the funds of the Corporation in institutions insured by agencies of the federal government or as approved by the Executive Board. The Treasurer shall perform all duties incident to the office and other duties as may arise and be authorized by the Executive Board.
The financial records of the Corporation shall at all times be open to the inspection of any member of the organization. The Treasure shall review all records, on an annual basis with the Executive Board and submit a copy of the yearend report, to the Board of Education for filing, subject to audit.
The Executive Board of the Band Orchestra Parent Organization (BOPO) shall have the power to appoint a bank or trust company to have custody of stocks, bonds, securities and certificates of deposit, owned by the Corporation and to perform such other acts as may be required or authorized. Only the current Treasurer and the President (co-Presidents) of the Band Orchestra Parent Organization (BOPO) are to be authorized signatories on each of the Corporations accounts.
Section 9. Budget Committee. The Budget Committee shall consist of the Executive Board and shall prepare and present a tentative budget at the April meeting of each school calendar year. The fixed budget is to be presented for final approval no later than the last Band Orchestra Parent Organization (BOPO) meeting occurring in May of each school calendar year.
EXECUTION OF DOCCUMENTS
All contracts, conveyances, transfers, certificates, releases, petitions, affidavits, undertakings and other instruments or documents may be executed and delivered in behalf of the Corporation by the President (co-Presidents), Vice President, Secretary or Treasurer, or by such other persons as designated from time to time.
- Fundraising Committee: The Fundraising Committee shall be responsible for planning and supervising the general fundraising activities of the Corporation.
- Program Book Committee: The Program Book Committee shall be responsible for the preparation and distribution of an annual Program Book containing advertising and information about Instrumental Music Department groups, and activities supported by the Band Orchestra Parent Organization (BOPO) and other materials determined by the Committee to be pertinent.
- Tour Committee: The tour Committee shall be responsible for planning, executing and supervising tours for the Instrumental Music Department. At least 1 member of the Tour Committee is required to accompany the students, directors, chaperones and administrator on Tour. The Tour Committee is to communicate all tour plans to the Directors for their consideration on a (at the very least) by-weekly basis.
- Uniform Committee: The Uniform Committee shall be responsible for assigning, maintaining and replacing (as needed) the uniforms used by the Marching Band, Symphony and any other Music Ensembles in the Instrumental Music Department. A designated person from the Uniform Committee must be present at each music event to address clothing emergencies.
- Patron Donations: The Patron Donation Committees responsibility is to solicit donations (on an ongoing basis) from current Instrumental Music Department families, Alumni and other persons or organizations, for the purpose of fundraising for the Band Orchestra Parent Organization (BOPO).
- Volunteer Coordinator: The Volunteer Coordinator is responsible for getting members to help (as needed) at all of the Instrumental Music Department event’s that are supervised or sponsored by the Band Orchestra Parent Organization (BOPO).
- Other Committees: The Executive Board of the Band Orchestra Parent Organization (BOPO) can form or disband committees to meet the needs of the organization.
Subject to the provisions of the Articles of Incorporation, and these regulations, the Executive Board shall have the power to adopt, amend and rescind by-laws for the proper government of the Corporation at any time. New By-Laws may be proposed by the members at a special meeting and adopted by the affirmative vote of the majority present at the meeting. The By-Laws shall be reviewed by the Executive Board every 3 years, beginning with the fiscal year of the Band Orchestra Parent Organization (BOPO) ending on May 30th, 2015.
Directors and Officers Insurance
The Corporation shall maintain Liability Insurance for both past and present volunteer members as well as Officers, of the Band Orchestra Parent Organization. Depending upon the terms of the Liability coverage, the Insurance Policy will be review on an annual, bi-annual or tri-annual basis. When the Insurance coverage is up for renewal, and there is a need to change the current company to one that may better meet the needs of the Corporation, 3 insurance quotes (if possible) will be needed for comparison.
Fiscal Year of the Corporation
The fiscal year of the Corporation shall end on the 30th day of May in each year, or on such other day as may be fixed from time to time by the Executive Board.
Alumni members (who are in good standing) will be permitted to volunteer (as needed) for events supported by the Band Orchestra Parent Organization (BOPO). Alumni members shall have no voting rights.