As amended 4/17/02

Section 1. Rights and Duties of the Officers

a. The President has the right and duties to:

1. Act as the presiding officer at all meetings of the Board of Directors and all general meetings of the membership.

2. Appoint chairpersons of any temporary or standing committees.

3. Correlate the functions of the various temporary or standing committees and be an ex-officio member of all such committees.

4. Present all petitions submitted by the general membership, by the Board of Directors, or by any chairman or member of an appointed committee, for approval or consideration by the general membership.

5. Attend any committee meeting.

6. Request written reports from any committee.

7. Excuse an officer or member of the Board of Directors from attendance at a Board of Directors or general membership meeting.

8. Attend St. Vivian Parish Council meetings when necessary, or send a representative of FANS to the Parish Council meetings from the membership.

b. The Vice-President has the right and duties to:

1. Preside at the meetings in the absence of the President.

2. Assume all rights and duties of the President when the President is absent and is delegated by the President or, if not delegated by the President, receives delegation by a simple majority vote of the Board of Directors.

c. The Recording Secretary has the right and duties to:

1. Record in a permanent book those motions voted upon by the general membership and by the Board of Directors.

2. Record all proceedings and minutes of the general membership and Board of Directors' meetings in reasonable detail.

3. Send by e-mail or regular U.S. mail, within seven (7) days of each general membership meeting, a copy of the minutes of the previous meeting to each member of the Board, the Pastor, the Principal, and the Parish Council President.

4. Maintain a current listing of the names, addresses and telephone numbers of all dues paying members.

5. Post the minutes of the meetings and proposed agendas.

d. The Corresponding Secretary has the right and duties to:

1. Be in charge of all general correspondence, including notices, letters and announcements.

2. Print and mail, either by U.S. mail or by e-mail, any and all communications prepared by the Board of Directors or by a Committee chairperson.

3. Notify members of the Board of Directors of the day, date, time, place and agenda of each Board meeting.

e. The Treasurer has the right and duties to:

1. Keep account of receipts, bills paid, dues paid, and money on hand.

2. Pay bills and withdraw funds on behalf of the organization.

3. Prepare monthly reports on the financial condition of the organization for all general membership and Board of Directors' meetings.

4. Accept financial reports from all committee chairpersons on all activities conducted.

5. Prepare an annual report at the conclusion of the fiscal year on June 30.

f. The three non-office holding members of the Board (Music Teacher, Music Director and Technical Director) shall assist the officers and other Board members by periodically reporting to the Board on current and planned church and school fine arts productions and activities.

 

Section 2. Meetings

a. General membership meetings FANS shall be held monthly, September through June, regularly scheduled at a time and place decided upon by the Board of Directors and published in the church bulletin and monthly church calendar.

b. The Board of Directors shall meet at the discretion of the majority of the Board members or call of the President.

 

Section 3. Elections and Procedure for Board Nominations and Terms

 

a. At the March meeting, the President shall appoint a committee of three members in good standing within the organization to obtain nominees for the Board of Directors. This Elections Committee shall seek out qualified paid-up members to be candidates for office.

b. The Elections Committee may accept self-nominations.

c. The Elections Committee may accept nominations from the floor at the April meeting.

d. The Elections Committee must notify membership of the final list of candidates at least five (5) days prior to the May meeting by providing the names of the candidates to the Corresponding Secretary, who shall notify all active paid-up FANS members, either by U.S. mail or e-mail. Absentee ballots shall be provided by the Elections Committee upon request.

e. The Elections Committee shall conduct an election by secret ballot at the general meeting in May. Ballots shall be given to paid-up members only and all absentee ballots must be returned to the Elections Committee by this time. The Committee will then announce the results within 10 days, through a letter from the Corresponding Secretary sent by U.S. mail or e-mail to all members. The Board of Directors shall be installed at the FANS final meeting of the year in June.

f. In the first year of the organization's existence, only, the President, Vice-President, and Treasurer shall be elected for a term of two years; and the Corresponding Secretary, Recording Secretary and two members-at-large shall be elected for a term of one year. Thereafter, each elected member and officer shall serve for a term of two years. Any elected member may serve for an infinite number of additional terms if elected under the process set forth in the by-laws.

 

Section 4. Standing Committees

a. The Fund Raising Committee shall be a standing committee of the organization consisting of three members appointed by the Board of Directors for a two-year term, with the following rights and duties:

To study, evaluate and recommend to the Board and general membership ways and means of raising money to carry on the organization's activities and purpose.

b. The proposals of the Fund Raising Committee shall be considered by the general members and this Committee shall have the opportunity to suggest projects at any of the meetings.

c. The Membership Committee shall be a standing Committee of the organization consisting of three members appointed by the Board of Directors for a two-year term, with the following rights and duties:

1. To solicit and maintain the role of FANS memberships; and ensure that dues are collected from participants in the various performances and events that take place throughout the year.

2. To seek out friends of the arts within the school and parish community who may not wish to directly participate in one of the arts programs, but who may wish to contribute their financial support to FANS.

d. Dues and contributions shall be forwarded to the Treasurer for deposit. The names of paying members shall be forwarded to the Recording Secretary, who shall periodically revise the list of members and forward an updated list of paying members to the Board of Directors.

 

Section 5. Removal or Suspension of Board Members

 

a. The Board of Directors shall have the duty to suspend or remove any officer or Board member who fails to regularly attend Board meetings or general membership meetings; or fails to carry out the duties of the position to which he or she was elected. Before action to suspend or remove a Board member, that member shall be notified, in writing, of the Board's intent to suspend or remove him or her. The Board member shall then be provided the opportunity to respond to the notice to explain his inaction or failure to attend the meetings. If the Board member fails to respond, or provides an inadequate response, then the remaining Board members may take appropriate action to remove or suspend the officer or member. Any vacancy that occurs as a result of these circumstances shall be filled by Board appointment for the remainder of the term left vacant.

b. Any other vacancies, including those resulting from a Board member's resignation, shall be filled in the same manner, i.e., by appointment by the Board for the remainder of the term of the position left vacant.

 

Section 6. Quorum

 

Six (6) Board members shall constitute a quorum at the Board of Directors' meetings.

 

Section 7. Dues

 

a. The annual dues for members of this organization shall be $12.00 per family.

b. Student or adult participation in any extracurricular creative or performing arts activity associated with the school or parish requires payment of membership dues. Requests for exception to this regulation shall be addressed, in writing, to the Board of Directors.

 

Section 8. Funds

 

a. All funds must be kept in the name of FANS, in a bank account by that name.

b. All expenditures shall be approved by the Board of Directors. The signatories to the organization's bank account (with the right to write checks and withdraw funds) under the authority of the Board of Directors shall be vested in the President and the Treasurer.

 

Section 9. Amendments

 

These By-Laws may be amended at any Board of Directors' meeting by two-thirds vote of those present, providing that notice of the proposed amendment was read at the previous general meeting.

Section 10. Order of Business

 

The Order of Business shall be as follows or at the discretion of the President:

1. Open meeting with prayer.

2. The Recording Secretary will read the minutes of the previous meeting and the minutes shall be corrected and/or approved.

3. Reading and approval of the Treasurer's report.

4. Report on correspondence by the Corresponding Secretary.

5. Report of Standing Committees.

6. Report of Special Committees.

7. Unfinished Business.

8. New Business.

9. Close of meeting with Prayer.