LHSPPA Bylaws
ARTICLE I - NAME
The name of this organization is the Legend High School Patrons of the Performing Arts heretofore called LHSPPA, or simply PPA, a chapter of the Douglas County Educational Foundation (DCEF), a 501(c)(3) corporation. The address shall be 22219 Hilltop Road, Parker Colorado, 80138, in Douglas County. This organization is nonprofit.
ARTICLE II - PURPOSES AND POWERS
LHSPPA was established to support and promote the quality of the Performing Arts Programs at Legend High School for the Theater, Choir, Orchestra and Guitar programs with any miscellaneous needs that otherwise would not be possible to fulfill. To assist the teachers, students and the student organizations facilitating communication, financially and by organizing volunteers for events, hosting fundraisers for equipment or other needs, as well as manage things like box office and concession stands. LHSPPA is not affiliated with any political or religious organization and shall conduct business in a nonpartisan and nonsectarian manner.
ARTICLE III - MEMBERSHIP
3.01 Members
Parents and guardians of LHS students, and persons in the community are eligible to be general members of LHS PPA by submitting a membership form.
3.02 Dues
There are three tiers of membership available, with the first tier being free of charge and the 2nd and 3rd tiers requiring annual fees. Fees and benefits of the tiers will be determined by the executive board at the beginning of each new school year.
ARTICLE IV - OFFICERS AND ELECTIONS
4.01 Officers
Officers shall consist of two co-chairs, one treasurer and one secretary.
(a) 2 Co-Chairs. The two co-chairs shall jointly preside over meetings of the organization and executive board, serve as the primary contacts for the principal, represent the organization at meetings outside f the organization, serve as an ex officio member of all committees except nominating committee, and coordinate the work of all the officers and committees so that the purpose of the organization is served.
(b) 1 Secretary. The secretary shall keep all records of the organization, with exception to financial records, take record minutes, prepare the agenda, handle correspondence, and send notices of meetings to the membership. The secretary also keeps a copy of the minutes book, bylaws, rules. Membership list, and any other necessary supplies and brings them to meetings.
(c) 1 Treasurer. The treasurer shall receive all funds of the organization, keep an accurate record of all financial records, and pay out funds in accordance with the approval of the executive board. He or she will present a financial statement at every meeting and at other times of the year when requested by the executive board, and make a full report at the end of the year
(d) 1 Box Office Director. The box office director is in charge of organizing the setup for Theater and Choir performances. They are also responsible for the Patrons’ owned Box Office equipment (2 Laptops, 2 Ticket Printers, 2 credit card sliders, 2 Ticket stock cartridges) and they are to ensure enough ticket stock is on hand.
4.02 Nominations and Elections
Elections will be held at the second to last meeting of the school year. Anyone that wants to be considered for a position needs to submit their name and position preference at the meeting the month prior to the election. At the election meeting all names on the list will be announced for the position being voted on prior to voting. If that person is present, they can speak to the assembly for 5 minutes. Voting shall be by voice vote only 1 person is up for a position. If more than one person is running for an office, a ballot vote shall be taken.
The last meeting of the school year is to be used for an official hand-over from the existing board to the new board. The time between election and final handover is to be used to bring the new board members up to speed by the person holding the position currently.
4.03 Eligibility
Members and non members are eligible for a board position, if the name was submitted in the required timeframe.
4.04 Terms
(a) Officers are elected for one year and may serve unlimited terms in the same office.
(b) Each person elected shall hold only one office at a time.
4.05 Vacancies
In general if there is a vacancy in an office due to the expiration of a term of office, resignation, death, or removal of an officer, members can be nominated to fill the vacancy through an election at the next regular meeting.
If none are nominated and/or elected at the next regular meeting, the executive board may fill these vacancies, subject to the maximum number of officers under these Bylaws.
4.06 Removal From Office
Officers can be removed from office with or without cause by a majority vote of those present (assuming a quorum) at a regular meeting where previous notice has been given..
ARTICLE V - MEETINGS
5.01 Regular Meetings
The regular meeting of the organization shall be once a month during the school year at a time and place determined by the executive board at least one week before the meeting. The final meeting will be held at the May regular meeting. The final meeting is for receiving last reports from current board reports, official hand-over of board positions, and conducting other business that should arise.
5.02 Special Meetings
Special meetings may be called by any two members of the executive board or five general members submitting a written request to the secretary. Previous notice of the special meeting shall be sent to the members at least 10 days prior to the meeting by flyers, emails or phone calls.
5.03 Quorum
The quorum shall be a two-thirds vote of those present at the meeting with a minimum of 3 board members.
ARTICLE VI - EXECUTIVE BOARD
6.01 Membership
The executive board shall consist of the officers and standing committee chairs.
6.02 Duties
The duties of the Executive Board shall be to transact business between meetings in preparation for the general meeting, create standing rules and policies, create standing and temporary committees, prepare and submit a budget to the membership (when applicable), approve routine bills (less than $400.00), and prepare reports and recommendations to membership.
6.03 Meetings
Regular meetings shall be held once a month during the school year, preceding the general meeting. Special meeting may be called by any two board members, with 24 hour notice.
6.04 Quorum
The quorum shall be a two-thirds vote of those executive board members present at the meeting, with a minimum of 3 board members.
ARTICLE VII - COMMITTEES
7.01 Membership
Committees may consist of members and board members, with an executive board member acting as an ex officio member on any committee.
7.02 Standing Committees
The following committees shall be held by the organization: Fundraising, Volunteer Coordinator, Social Media, Concession and Meals, Legend Gala.
7.03 Additional Committees
The board may appoint additional committees as needed.
ARTICLE VIII - FINANCES
8.01 Records
The treasurer shall keep accurate records of any disbursement, income, and bank account information.
8.02 Expense approval
The board shall approve all expenses of the organization.
8.03 Audit
The treasurer shall prepare a financial statement at the end of the year.
8.04 Dissolution
Upon dissolution of the organization, any remaining funds should be used to pay any outstanding bills and, with membership’s approval, spent for the benefit of the school.
8.05 Fiscal Year
The fiscal year shall coordinate with the school year.
8.06 Budget
The budget is to be prepared by the executive board and approved by the general assembly when applicable.
ARTICLE IX - STANDING RULES
Standing Rules may be approved by the Executive Board and the secretary shall keep a record of the standing rules for future reference.
ARTICLE X - DISSOLUTION
The organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of those present at the meeting
DCEF shall be notified two-weeks prior to the next General Assembly meeting of the intent to dissolve.
ARTICLE XI - AMENDMENTS
These Bylaws may be amended, altered, repealed, or restated by a vote at any general or special meeting, providing that previous notice was given prior to the meeting (at least 14 days) by the secretary. Notice may be given by postal mail, email, or fax. Amendments will be approved by a two-thirds vote of those present at the meeting, assuming a quorum.
