Bylaws of

Katy Theatre Arts Booster Club

Article I

Purpose and Location

Section 1.1 Name and Purpose

The name of the organization is Katy Theatre Arts Booster Club, a Texas nonprofit corporation (the “Company”) incorporated in accordance with the Texas Business Organizations Code (the “Code”)   The Company has been organized exclusively for charitable, educational, religious or scientific purposes with the meaning of Section 501(c)(3) of the Internal Revenue Code or the corresponding of any future federal tax code.  Company’s operations shall be conducted to support the Theatre program offered at Katy High School and to enhance the educational opportunities of the high school children participating in the activities of the Katy High School Theatre Company.

Section 1.2 Principal Office

The principal office of the Company shall be located at 6331 Highway Boulevard in Katy, Texas or at such other location in the State of Texas as shall be determined from time to time by the Executive Board.

Section 1.3 Booster Club Authority

Katy Theatre Arts Booster Club is an organization independent from Katy High School Theatre Company.  All amendments to the Katy Theatre Arts Booster Club have no authority to direct the Theatre Directors or sponsor of an UIL event in any of their duties.  The schedule of contests, the rules for participation, the method of earning varsity letters, and all other criteria dealing with the inter-school program are under the jurisdiction of the local school administration.

Article II

The Members and General Membership Meeting

Section 2.1 The Members

Membership shall be open to any legal guardian and/or an immediate family member who agree to support the purpose and activities of the Company.  The membership year shall be July 1st  through June 30th.  Hereafter, “Membership” refers to an individual with a student entering the Katy High School Theatre Company within 2 years or has a student that is part of cast or crew of a current school year production, and “Executive Board” refers to those in a position voted upon.

Section 2.2 Annual Meeting

The annual meeting of members shall be held at such time and place as may be designated by the Executive Board to transact business properly brought before the meeting.  The first meeting shall be held during the membership meeting of the Fall semester and before or on the last event for Katy Theatre in the Spring semester where the general membership is in attendance.

Section 2.3 Quorum

A quorum of the Membership shall be the number present at any meeting.  

Section 2.4. Organization of Meetings

The President shall preside at all meetings of the members.  In the absence of the President, the 1st Vice President shall preside and, in the absence of the 1st Vice President the 2nd Vice President shall preside.  The Secretary shall act as Secretary at all meetings of the members.

Section 2.5 Dissolution

Upon dissolution of the Company, the Executive Board shall, after paying or making provision for the payment of all liabilities the Company, dispose of all the assets of the Company exclusively for one or more exempt purposes within the meaning of Section 501 (c)(3) of the Internal Revenue Code, or the corresponding provision of any future federal tax code, or shall distribute the assets to the federal government or a state or local government for a public purpose.  Any such assets not disposed of by the Executive Board in that manner  shall be disposed of by the Court of Competent Jurisdiction the county in which the principal office of the Companies the located, exclusively for such purposes or to such organization(s) as said Court shall determine.

Article III

Executive Board and Committees

Section 3.1 General Powers

The powers of the Company shall be exercised by the Executive Board and the property, business and affairs shall be managed under the direction of the Executive Board.

Section 3.2 Number and Qualifications

The Executive Board shall be composed of not less than three (3) members.  Only those members who are parents or guardians of a student currently enrolled or entering the Katy High School Theatre Company within one school year will be eligible to vote or hold office.

Section 3.3 Election and Term of Office

The Executive Board members shall be elected at the May Executive Board meeting.   Each Executive Board member elected shall hold office until his or her successor is elected and qualified, or until his or her resignation or removal.  A person shall not be eligible to serve more than two (2) consecutive terms in the same office or position unless approved by the Executive Board

Section 3.4 Resignation

Any Executive Board member may resign at any time by giving written notice via mail or email to the President or Secretary.

Section 3.5 Removal

At any meeting of the members called expressly for that purpose, any Executive Board member or the entire Executive Board may be removed with just cause, and any other person(s) may be elected to serve for the remainder of the term by a vote of the majority of all members entitled to vote at an election of the Executive Board.  In case any vacancy created is not filled by the members at such meetings, the vacancy may be filled by the Executive Board.

Article IV

Meetings of the Executive Board

Section 4.1. Initial Meeting

The first meeting of each newly elected Executive Board shall be held immediately after the adjournment of the election meeting.

Section 4.2  Regular and Special Meetings

The Executive Board will hold monthly meetings on an agreed upon date, time and location.  Special meetings may be called as needed by the Executive Board.

Section 4.3   Quorum

At all meetings of the Executive Board, the presence of two-thirds (2/3) of the voting members of the Executive Board shall be necessary to constitute a quorum for the transaction of business.  If a quorum is not present at any meeting of the Executive Board, the members present may adjourn the meeting until a quorum shall be present.

Section 4.4  Action without Meeting

Any action required or permitted to be taken at an Executive Board meeting may be taken without a meeting via email and shall have the same force and effect as a quorum vote at a meeting.

Section 4.5 Order of Business

Each meeting should include:

1. Call to order
2. Secretary’s report
3. Treasurer’s report
4. Committee reports
5. Director(s) report(s)
6. Coordinators’ reports
7. Unfinished business
8. Old business
9. New business
10. Adjournment
11. Quorum

Article V

Officers

Section 5.1 Number

The Officers of the Executive Board shall be a President, 1st Vice President Communications, 2nd Vice President Membership, 3rd Vice President Fundraising, 4th Vice President of Events, Treasurer, Secretary and Parliamentarian.  The Executive Board may also elect any other positions deemed necessary.  No individual may hold more than one of these positions. All Board Members must actively recruit, interview, and train their predecessors.

Section 5.2 Positions

        A.          President        

1. The President shall preside at all general and executive meetings.
2. Be a previous member of the Executive Board or Member at Large
3. Shall ensure the Bylaws of the organization are carried out.
4. Shall oversee the appointment of all committees.
5. Perform the duties normally associated with this office.
6. Give notice of all meetings of the membership.
7. Act as a representative of the organization at public and private functions
8. Be authorized to sign on bank accounts.        

B.        1st Vice President Communications

1. Preside in the absence of the President.
2.  Assist the President in the performance of the President’s duties
3. Coordinates all communication from the Executive Board to the public as appropriate. Establishes and maintains current social media outlets for the KTABC (e.g., Twitter, Facebook) within the guidelines and discretion of Katy ISD, KHS administration, and KHS Theatre. The Katy Theatre Instagram and TikTok accounts to be maintained under direction by the Director(s) by the Historian student officer.
4. Posts meeting announcements, advertisements, and reminders for all activities of the KHS Theatre productions.
5. Creates Playbills and programs for KTABC productions and coordinates the information necessary to include in the programs (e.g., student headshots, cast lists, crew lists, act and scene information, story summaries, etc.)
6. Solicits program advertising from parents, businesses, and other organizations.
7. Promotes and publicizes the activities and interests of KHS Theatre and the KTABC 
8. Publicizes volunteer opportunities to serve on various committees and support the various needs of KHS Theatre in coordination with the 2nd VP of Membership.

10. Maintains and updates the website accordingly through the fiscal year.

C.        2nd Vice President Membership

                1. Preside in the absence of the President and 1st Vice President.

2. Recruits members to the KTABC

3. Receives & reviews membership receipts and spreadsheets from the Treasurer and informs Board of membership progress.

4. Establishes and maintains a membership roster

5. Coordinates with Board Members and Members at Large to staff positions during productions as necessary.

6. Oversees volunteers and members at large

D.        3rd Vice President Fundraising

1. Acts as President in the absence of the President and 1st and 2nd Vice President at any KTABC function.
2. Organize fundraising activities to financially support the Theatre students and their activities.
3. Monies raised by the organization shall be used only to support and further the activities of the Katy High School Theatre Program.  Any community-wide sales campaigns should be cleared through the Superintendent or Principal.
4. Prepares a final, well written report of all activities and duties to be delivered to the President at the end of each term year.

        E.        4th Vice President Events

                1. Acts as President in the absence of the President, 1st, 2nd, and 3rd Vice Presidents.                                2. Coordinates and establishes committees for all social events (examples: Theatre Jam,

    bloody saturday food for students, banquet committee, and any other events designated

    by the President as needed)

        F.        Secretary

1. Prepare and maintain minutes of the general membership and Executive Board meetings.
2. Conduct correspondence of the organization.
3. File minutes approved by the Executive Board and provide them to the audit committee.
4. Any other duties as deemed necessary.

G.        Treasurer

1. Ensure that the checkbook is accurately maintained and issue checks
2. Manage finance through an approved financial reporting system.  Verify any entries into the approved financial reporting system and ensure deposit on the same date.  Verify all payments received by the student body are accurate.
3. Record bank deposits made - Receivables
4. Complete and file all necessary tax documents
5. Present financial reports at the Executive Board and General membership meetings.
6. Present books of account and records to the financial review committee.  
7. Schedule a budget versus actuals review with the Budget Committee at least three (3) times per year.
8. Manage petty cash.
9. Be authorized to sign on bank accounts.

                       10. Monitor and verify that money is not handled by students at any time.

H.        Parliamentarian

1. Parliamentary procedure shall be the official guide for the KTABC on all matters where these bylaws are silent. The presiding officer however, retains the authority to alter the order and procedures as he/see deems appropriate.

Section 5.3 Members at Large, Committee, and Volunteer Positions

A Member at Large is appointed by the President with the approval of the executive committee. Terms shall be no longer than one year, and any member in good standing is eligible to serve. A Member at Large supervises the committee, holds meetings, conducts business when necessary, and submits a report to the executive committee periodically to be presented at each board meeting.

Committees can include but are not limited to: ComedySportz, End of Year Banquet, Spirit Nights, Car Show, Concessions & Merchandise sales, Lobby Coordination & Decorating, Box Office Check In’s.

Article VI

Finances

Section 6.1. President and Treasurer

The President and Treasurer are authorized to discharge any financial obligation of the organization in carrying out a project authorized by the Executive Board.  The President and Treasurer are authorized to approve or incur any expenditures to meet any emergencies that might arise in conjunction with the affairs of the organization.  The Executive Board must approve the expense.

Section 6.2 The Budget Committee and the Annual Budget

The Budget Committee shall consist of the Theatre Directors, President, 1st Vice President, Treasurer, and Fundraising Chair.  The committee will recommend any amendments to the approved budget and submit them to the Board of Executive Directors. The Executive Board shall review the proposed budget for the next fiscal year at any time after the first meeting of the Executive Board but shall adopt and approve the budget for the next fiscal year prior to the first Membership meeting of the year.  The proposed budget for the next fiscal year will be voted on at the Fall Parent meeting.  The Committee will meet in August, November and April of each year, but may be called to meet at any time during the year to make any budgetary adjustments.  Amendments to the budget may be made at any time throughout the year by a vote of the Executive Board.

Additionally, the Treasurer will provide an accounting overview of what is available to the directors on the 1st and 15th of every month. 

Section 6.3 Audit Committee

The President will call for an Audit Committee prior to the end of the fiscal year.  The Audit Committee shall consist of three (3) members who are not current or incoming signatories on the account.  The Committee will present a report at the August meeting of the Executive Board and must be adopted by a majority vote.  A financial review may be requested by the President, Theatre Director, or three or more members of the Executive Board.  A financial review may also be requested by a new signatory on the bank account prior to being added to the account.  The audit committee will conduct a semi annual review to be held after mid-term.

Article VII

Amendments

Section 7.1

All amendments to the KTABC Bylaws shall be approved by the Executive Board and communicated to the general membership prior to the next meeting.  All amendments must receive a two-thirds majority vote from members present.

Article VIII

Awards

Section 8.1. Allocation

Funds to be allocated for award shall be regulated by the Katy Theatre Arts Booster Club.

Section 8.2. Scholarships

Scholarship eligibility will be determined by the rules documented on the scholarship application.  The Scholarship Committee will consist of 3-4 current members of the KTABC board.  The Scholarship Committee member shall not have a student who is eligible for a scholarship during the year they serve on the committee  The Scholarship Committee will select non-basis judges (judges cannot be related to any board members, students, or Theatre directors).  It is highly recommended the Scholarship Committee speak with the counseling department at Katy High School to help select adult judges at Katy High School, however it is not mandatory.  The Executive Board will determine the amount allocated to the scholarship fund.  The Scholarship Committee may make a request to the Executive Board regarding additional scholarship awards based on their review of applicants.

Scholarship Committee order of business:

1. Review Scholarship Application annually to verify if any updates need to be made.
2. Contact Counseling Office to make arrangements for all scholarships packets to be turned in to their office the last day before spring break.
3. Committee to receive applications, black out all identifying information, scan, and distribute applications to judging panel via email
4. Scholarships to be designated to a Theatre major and non Theatre major, applicants must be a current KatyHigh School Theatre student
5. Scholarship checks cannot be written to the student. Checks shall be made out to the continuing education institution in which the student shall provide verification of enrollment.
6. Electronic transfers to the continuing education institution are to only take place when deemed necessary by the accepting school’s procedures and when check payment is not accepted.