Updated November 20, 2015
BYLAWS OF CHAPARRAL HIGH SCHOOL ASSOCIATION OF PARENTS AND TEACHERS, INC.
Chaparral High School Association of Parents and Teachers, Inc. is a non-profit corporation. The principal office of the Corporation, 6935 East Gold Dust Avenue, Scottsdale, Arizona, is located in the County of Maricopa in the State of Arizona. The Corporation may have such other offices as the Board of Directors may determine or as the affairs of the Corporation may require. The Corporation shall have and continuously maintain in the State of Arizona a registered office and a registered agent. The registered office in the State of Arizona and the address of the registered office may be, but need not be, identical with the principal office and may be changed from time to time by the Board of Directors.
- The Corporation’s mission is to support the Chaparral community through fund-raising, volunteering time, and allocating funds for the benefit of all students.
Section 1. Defined.
Members of this Corporation shall be parents and/or guardians, administrators, teachers, and staff who have paid the required annual dues to the Corporation. Parent members must also have children currently attending Chaparral High School to continue to qualify for membership.
Section 2. Annual Meeting.
An annual meeting of the Members shall be held at Chaparral High School during the beginning of the school year for the purpose of electing Directors and for the transaction of any other business required to be transacted by the Members. Notice of the annual meeting shall be given at least ten (10) business days prior to said meeting by the Newsletter of the Corporation, mail, facsimile, or e-mail.
Section 3. Special Meetings.
Special meetings of the Members shall be called by five members of the Board of Directors, the President, or by the request of twenty-five (25) members. The Notice of special meeting shall be given not less than three (3) days and not more than ten (10) days before the meeting and shall state the specific purpose for calling said meeting. Only business listed in the notice shall come before the special meeting.
Section 4. Quorum.
Fifty percent (50%) plus One (1) members of the Board of Directors shall constitute a Quorum at any meeting of the Members. If less than a Quorum does attend, the President may adjourn the meeting until another time without further notice. If a quorum is not achieved, other business may be conducted but votes may not be taken.
Section 5. Voting.
Each Member shall be entitled to one vote. The act of the majority of the Members present at a meeting at which a Quorum is present shall be the act of the Members.
BOARD OF DIRECTORS
Section 1. General Powers.
The control and management of the affairs of this Corporation shall be vested in its Board of Directors.
Section 2. Number, Tenure and Qualifications.
The number of Directors shall be not less than three (3) nor more than fifty (50), unless deemed otherwise for a given fiscal year by the Executive Committee. Each Director shall hold office until a successor shall have been elected and qualified. Only Members of the Corporation whose dues have been paid by September 30 of each year can be Directors.
Section 3. Regular Meetings.
A regular meeting of the Board of Directors shall be held each month on a date designated by the Board of Directors at a predetermined time at such place as designated by the Directors for the months of September, October, November, January, February, March, April, and May as determined by the school calendar for that year. The final meeting may be at a date, time and place determined by the President. An August meeting shall be held after the start of the school year. All Members are welcome to attend.
Section 4. Special Meetings.
Special meetings of the Board of Directors may be called by the President or by the request of five (5) Directors.
Section 5. Annual Board of Directors Meeting
A final meeting of the Board of Directors shall be held on or before May of each school year for the purpose of presenting the slate of officers and electing the executive officers for the next school year. The Annual Budget will also be voted on. The slate of candidates shall be presented to the Board of Directors by the Nominating Committee no less than ten (10) days prior to said meeting. Notice of the final meeting and slate of candidates shall be by the Newsletter of the Corporation, mail, facsimile, or e-mail.
Section 6. Notice.
Notice of any special meeting of the Board of Directors shall be given at least three (3) days previously thereto; notice shall occur by mail, facsimile, or e-mail to the appropriate address as provided by such Board of Director to the President.
Section 7. Removal.
Directors may be removed with or without cause by a two-thirds (2/3) majority vote of the Directors in attendance at any Meeting.
Section 8. Vacancies.
Any vacancy occurring in the Board of Directors shall be filled by an appointment from the President or the Board of Directors. A Director who has more than three (3) absences from regular meetings shall create a vacancy on the Board. A Director who shall become disqualified by noncompliance with any bylaw provision shall create a vacancy on the Board. Vacancies are to be filled as described in this section.
Section 9. Quorum.
A majority of the Directors then in office and present for any general or special meeting shall constitute a quorum. If less than a majority of Directors then in office attend a general or special meeting, those in attendance may adjourn the meeting until another time without further notice.
Section 10. Voting.
Each Director shall be entitled to one vote at any Meeting of the Board of Directors. The act of the majority of Directors present at a meeting shall be the act of the Board of Directors. As required for timing constraints, voting can be conducted by electronic mail provided that complete and identical information is distributed to all members of the Board of Directors at the same time. Communication by electronic mail shall be considered equivalent to communication and voting by other methods. Results of the electronic voting will be distributed in a timely manner by the President to all members of the Board of Directors..
Section 1. Officers.
The Officers of the Corporation must be members of the Board of Directors and shall be President, Executive Vice President, Vice President–Fundraising, Vice President—Membership & Directory, Vice President—Communications & Marketing, Vice President – Project Graduation, Secretary, Treasurer and Parliamentarian. The Board of Directors may elect or appoint such other Officers as it shall deem desirable. Such Officers shall have the authority and shall perform the duties as prescribed by the Board of Directors.
Section 2. Election and Term of Office.
The Officers of the Corporation shall be elected annually by the Board of Directors at the meeting of the Board of Directors on or before May of each year. If the election of Officers shall not be held at such meeting, such election shall be held as soon thereafter as conveniently possible. Each Officer shall hold office for a term of one (1) year. No Officer shall hold the same executive board position for more than three (3) full consecutive school years. If an officer position on the executive board remains open after officer election at the annual Board of Directors meeting, the executive board officers elected at the most recent annual meeting may appoint, by a majority vote, any member in good standing to fill the position.
Section 3. Removal.
Any Officer elected or appointed by the Board of Directors may be removed with or without cause by the Board of Directors whenever in its judgment the best interests of the Corporation would be served. Procedures for removal are identical to those outlined previously for removal of Directors.
Section 4. Vacancies.
A vacancy in any office because of death, resignation, removal, disqualification, no candidate or otherwise shall be filled by the Board of Directors for the unexpired portion of the term.
Section 5. President.
The President shall be the principal executive Officer of the Corporation and shall in general supervise all activities and affairs of the Corporation. The President shall preside at all meetings of the Members and of the Board of Directors.
Section 6. Executive Vice President.
The Executive Vice President shall be in charge of the Funding Committee of the Corporation. At each meeting of the Board of Directors, the Executive Vice President shall provide a report identifying the funding requests to be considered by the Corporation. The Executive Vice President shall chair the Nominating Committee to procure candidates for the offices of the Corporation each year; the Executive Vice President shall submit a slate of proposed Officers at the meeting of the Membership in May. The Executive Vice President shall preside at all meetings of the Members and the Board of Directors at which the President is not present. The Executive Vice President shall carry out all duties of the President during the absence of the President. The Executive Vice President shall perform any other duties as from time to time may be assigned by the President or the Board of Directors.
Section 7. Vice President—Fundraising.
The Vice President—Fundraising shall be in charge of all fundraising efforts of the Corporation, including overseeing the chairpersons of the annual fundraiser event, passive fundraising through community partners, and spirit wear fundraisers. The Vice President–Fundraising shall perform any other duties as from time to time may be assigned by the President or the Board of Directors.
Section 8. Vice President—Membership & Directory.
The Vice President—Membership & Directory shall be in charge of membership or oversee the Membership Chair, Advertising Chair and Directory Chair. It shall be the responsibility of the Vice President – Membership & Directory to ensure an updated email data base exists for the directory and CHAPTS communication to Chaparral high School parents. The Vice President—Membership & Directory shall perform other duties as from time to time may be assigned by the President or the Board of Directors.
Section 9. Vice President—Communications & Marketing.
The Vice President—Communications & Marketing shall be in charge of CHAPTS communication within the community. It shall be the responsibility of the Vice President—Communications & Marketing to oversee the CHAPTS website, CHAPTS newsletter, facebook, twitter and other social media as identified and utilized by the Corporation. The Vice President—Communications & Marketing shall perform any other duties as from time to time may be assigned by the President or the Board of Directors.
Section 10. Secretary.
The secretary shall keep the minutes of the meetings of the Members, the Board of Directors and the Executive Committee. It shall be the responsibility of the secretary to provide any required noticing to the membership and/or Board of Directors. The secretary shall prepare all required correspondence to ensure a functioning Corporation. The secretary shall perform any other duties as from time to time may be assigned by the President or the Board of Directors.
Section 11. Treasurer.
The Treasurer shall have the custody of all of the funds of the Corporation. It shall be the responsibility of the Treasurer to keep accurate accounts and records of all monies received and paid on behalf of the Corporation. The Treasurer shall provide a financial report at the annual meeting of the Members and at each meeting of the Board of Directors. Such Treasurer shall perform any other duties as from time to time may be assigned by the President or the Board of Directors.
Section 12. Parliamentarian.
The Parliamentarian shall assist the President at all meetings of the Corporation by determining quorums, referring to the Bylaws and recommending Bylaw changes when appropriate, and ensuring rules of order are followed according to Roberts’ Rules of Order. The Parliamentarian shall perform any other duties as from time to time may be assigned by the President or the Board of Directors.
Section 13. Vice President – Project Graduation.
The Vice President – Project Graduation shall be in charge of all facets of the annual Senior Graduation Event including overseeing the sub-chairs for the event, maintaining a budget and timeline for the event. The Vice President—Project Graduation shall perform any other duties as from time to time may be assigned by the President or the Board of Directors.
Section 1. Committees.
The President shall appoint Members of the Corporation to the standing committees of the Corporation and to any other committees as deemed necessary by the President or the Board of Directors.
Section 2. Standing Committees.
The standing committees of the Corporation will be determined by the President or Board of Directors of the Corporation for each calendar year as required. At least one CORE representative must be a Member of the Board of Directors. Any standing committee deemed obsolete or unnecessary may be terminated by the President or the Board of Directors. Standing Committee Chairs will notify the President when they require time on the monthly meeting agenda.
- Executive Committee.
The Executive Committee shall consist of the Officers of the Corporation. The Executive Committee shall meet monthly no more than seven business (7) days prior to the General Meeting of the Membership to set the agenda for the General Meeting. The Executive Committee shall select the Chairs of the Finance Committee and Project Graduation.
- Finance Committee.
The Finance Committee shall consist of Members of the Corporation appointed by the President. The Treasurer shall not be a Member of this Committee. The Finance Committee shall conduct the annual audit. The audit shall take place at the end of the fiscal year and shall be completed in a timely manner, not to exceed six months after the end of the fiscal year. Budget approval shall occur at the last meeting of the Board of Directors before the end of the year. Further, one member of the Finance Committee will review and sign off on the CHAPTS bank statements on a monthly basis, preferably the head of the Finance Committee.
3. Funding Committee.
The Funding Committee shall consist of Members of the Corporation appointed by the Vice President – Funding. The Vice President – Funding shall be the chair of this committee and the Committee shall meet monthly to review funding requests and recommend approval or denial to the Executive Committee.
Section 3. Term of Office.
Each Member of a committee shall continue as such until a successor is appointed. Any vacancy on a committee may be filled by the President. Any member may resign his/her position at any time with proper notification to the President. In any case, a member’s term shall expire when he/she no longer has children in attendance at Chaparral.
Section 4. Chair.
Each year one Member of each committee of the Corporation shall be appointed Chair by the President. Each Chair shall submit an annual report of committee activities to the President. The Chair of the following committees shall be a Member of the Board of Directors: Project Graduation, Finance and Fundraiser.
CONTRACTS, CHECKS, DEPOSITS, and GIFTS
Section 1. Contracts.
Any contracts required to be executed by the Corporation shall be signed by the President.
Section 2. Checks.
Three (3) Officers of the Corporation, including the President, Treasurer and any other Officer shall be designated by the President as signatories on the checks of the Corporation. Any of these three (3) Officers shall be a signatory on any checks up to five hundred dollars ($500.00). Checks for five hundred dollars ($500.00) and above shall require the signature of two of the designated Officers.
Section 3. Deposits.
All funds of the Corporation shall be deposited to the credit of the Corporation in the bank as selected by the President in congruence with advice from the Treasurer.
Section 4. Gifts.
The Board of Directors may accept on behalf of the Corporation any contribution, gift or bequest for the general or any special purpose of the Corporation.
BOOKS and RECORDS
The Corporation shall keep correct and complete books and records of account and shall also keep minutes of the proceedings of its Board of Directors, Executive Committee and meetings of Members. The Corporation shall keep a record giving the names and addresses of the Board of Directors. All books and records of the Corporation may be inspected by any Member and shall be made available as allowed under Arizona law.
The fiscal year of the Corporation shall begin on the first day of July and end on the last day of June in the following year.
The Board of Directors shall provide a corporate seal which shall be in the form of a circle and shall have inscribed thereon the name of the Corporation, and the words “Corporate Seal”.
These Bylaws may be amended by a majority of the Directors present at any regular meeting, or at any special meeting called for such purpose.
DATED this ___11th___day of __January_____________, 2016.