BY-LAWS SCHWENKSVILLE ELEMENTARY SCHOOL HOME AND SCHOOL ASSOCIATION PERKIOMEN VALLEY SCHOOL DISTRICT
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1 Article I NAME BY-LAWS SCHWENKSVILLE ELEMENTARY SCHOOL HOME AND SCHOOL ASSOCIATION PERKIOMEN VALLEY SCHOOL DISTRICT The name of this organization shall be The Schwenksville Elementary Home and School Association, hereinafter referred to as the Association. Article II PURPOSE AND OBJECTIVES 1. To promote the welfare of the children at Schwenksville Elementary. This includes their social, emotional, physical, and educational development. 2. To foster collaboration among families, staff and community for the benefit of the children of Schwenksville Elementary. 3. To develop a closer relationship between home and school so that teachers and parents can work together in the education of all our children. 4. The objective of this organization shall be to provide a means of communication between educators and parents of all children in a united effort to achieve the maximum potential for each child. Article III POLICIES 1. The policy of this Association shall be non-commercial, non-sectarian and non-partisan. There shall be no politicking to any Association meeting or function. Change this to read: This organization shall be non-commercial, non-sectarian and non-partisan. No commercial enterprise and no candidates shall be endorsed by it. The name of the organization or the names of any members in their official capacities shall not be used in connection with any commercial concern. 2. The program of this Association shall be educational and shall be developed through meeting, committees and projects. Change this to read: The policies of this organization shall be developed through general meetings or committees and approved by vote at monthly meetings. All policies shall support the organization's objective as stated in Article II. 3. Primarily, financial gains of this Association shall be distributed as evenly as possible to benefit all students of Schwenksville Elementary School. 4. All checking accounts, savings accounts, cash on hand by July 31 shall be added to the amount available for budget consideration for the subsequent year. 1
2 5. Officers for the subsequent year shall meet to decide a budget proposal for the year and present it to the members of the association at the September meeting. 6. It is the responsibility of the incumbent and newly elected Home and School officers to meet either in general or executive officers only, where the sole function is to transfer all appropriate material (i.e., accounting books). All materials must be available at this meeting. 7. ANY monies spent during June through September (meaning last school day to first school day) shall have prior approval of no less than three (3) Executive Board Members. Article IV MEMBERSHIP All parents and guardians of a Schwenksville Elementary student, as well as Schwenksville Elementary faculty and staff, are members of this Association and have the privilege to vote and to introduce motions. Article V MEETINGS 1. Regular meetings: a) Shall be held on a regularly monthly basis, should be scheduled no later than June by the Executive Board for the upcoming school year. b) Any changes as to the day of the meeting must have a majority vote of the Executive Board with five (5) days notice having been given to the membership. c) In order to conduct business, at least eight (8) members, three (3) of which are hold Executive Board positions must be present. 2. Other meetings: a) A meeting of the Executive Board may be called by the President to transact necessary business between regular meetings. A minimum of three Executive Board members must be present. See section Article VIII section G. b) A special Meet the Teacher Night meeting may be held at the beginning of each school year at which the elected officers will be present. H&S Officers also organize the welcome back breakfast for the staff and the President addresses them for a few minutes regarding the upcoming year. 3. Cancellations of Meetings: a) In the event of a school closing, any scheduled meetings will be cancelled. 2
3 Article VI HOME AND SCHOOL BOARDS 1. Executive Board: The Executive Board shall consist of the following: a) President b) Vice President c) Secretary d) Treasurer e) Assistant Treasurer f) Principal of Schwenksville Elementary 2. Home and School Association: The Home and School Association Board shall consist of the following: a) Executive Board as stated in Article VI a-f b) Standing Committee Chairperson c) Teacher Representative Article VII ELECTION OF THE OFFICERS 1. Nomination Committee a) A nominating committee shall be formed at the March meeting. A minimum of three (3) people shall serve on this committee. The members of this committee shall have knowledge of who has participated in the Association in the past. b) The above-mentioned members of the Nominating Committee will elect a chairperson by majority vote by the committee. The chairperson must not be running for a current office. c) A letter announcing the nominating committee and soliciting nominees for the vacant positions will be sent home after the March meeting explaining the voting process, along with the due date of nominations. d) Nominations will be verified by the committee at the April meeting. e) Additional Nominations from the floor shall be accepted at that time. At the conclusion of the April meeting, nominations will be closed. f) At least one (1) nomination for each of the offices of President, Vice- President, Secretary, Treasurer and Assistant Treasurer, shall be presented by the Nominating Committee at the April meeting. g) If there are no qualified nominees, the position shall be filled by any member designated by the Executive Board at a special meeting; refer to Article IX. 3
4 2. Voting Procedures a) A letter will be sent home after the April meeting announcing the candidates running for each office and explaining the details of the voting process (date, time, etc.). b) Voting will take place at the May meeting c) If only one nomination for each office is received, then the chair person of the Nominating committee shall declare the officers elected, thus eliminating the need to officially vote. d) If a member is unable to attend the May meeting, she/he may vote in the main office during the entire day of the May meeting. Voter will sign his/her name on a Master list to receive a ballot. e) If a member cannot attend the May meeting and cannot vote in the main office during the day of the meeting, he/she should contact the Chairperson of the Nominating Committee prior to the Election Day and ask for a ballot that can be filled out and returned prior to the close of the election. f) Both husband and wife of any member of a household are subject to voting privileges as stated in Article IV. g) Election results shall be announced at the close of the May meeting h) Votes will be tabulated by Nomination Committee Chairperson and two (2) members at large who are not candidates in the upcoming election. Results will be announced prior to the conclusion of the meeting. 3. Officers a) The officers if this Association shall be a President, Vice President, Secretary, Treasurer and Assistant Treasurer. Officers shall assume their duties June 15 and shall serve for a one (1) year period. Officers may not serve on any other Home and School Board or on the Perkiomen Valley School Board. b) The President, Vice President, Secretary, Treasurer, and Assistant Treasurer may service for no more than two (2) consecutive years. If there are no qualified nominees, refer to Article IX. c) If a vacancy occurs in the office of the President, the Vice-President shall automatically become the President. d) If a vacancy occurs in the office of the Treasurer, the Assistant Treasurer shall automatically become the Treasurer. e) A vacancy in any other office shall be filled by any member designated by the Executive Board at a special meeting; refer to Article IX 4
5 Article VIII DUTIES OF BOARD MEMBERS 1. Elected Executive Board Officers A. President 1. Shall preside at all meetings with a prepared agenda and shall call additional meetings as needed. 2. Shall be a standing member of the Superintendent s advisory Council. 3. Shall be responsible to select a representative to attend School Board meetings as needed. 4. Shall keep the school Principal informed of all organizational business. 5. Shall be responsible for selecting an auditor and arranging for the Association books to be audited. Audit must be completed by August 15. B. Vice-President 1. Shall be an aide to the President and preside at all meetings in the absence of the President. 2. Shall become acquainted with all the duties of the President. 3. Shall report on legislation issues pertinent to the Association. 4. Shall be an ex-officio member on all committees. 5. Shall attend the Superintendent s Advisory Council meetings, if availability permits. 6. Shall be responsible for verifying membership status of meeting attendees for voting purposes. C. Secretary 1. Shall keep an accurate record of all meeting and provide a copy of the minutes to all Executive Board members as well as other members present at the monthly meetings. Shall make by-laws and minutes available on the Schwenksville Elementary website (pvsd.org) under Home and School, 2. Shall keep a running log of all minutes for reference. 3. Shall be responsible for ordering stationary and supplies. 4. Shall perform other duties as delegated by that office. 5. Shall record all ballots cast during a formal vote. 5
6 6. Shall provide absentee and/or proxy vote forms to Association members upon request. 7. Shall attend the Superintendent s Advisory Council meetings, if availability permits. 8. Shall be responsible for thank you notes for any donated items made on behalf of the Home and School activities. Any thank you letters that need to be written and sent out for monetary contributions for fundraising, shall be the responsibility of the chairperson or committees of that activity. The committee shall use an approved thank you letter. The letter needs to be approved by the Home and School Board. 9. Shall be responsible for a letter to staff members introducing new Board members. This letter shall also request nominations for teacher representative to be elected at the June meeting. 10. Shall be responsible for coordinating entries for the monthly newsletter. Propose deleting this since there is a separate person responsible for the newsletter. 11. Shall be responsible for recording monthly meeting attendance. D. Treasurer 1. Shall be responsible for all financial obligations and present an accurate written report on current designated Association form to all Executive Board members as well as other members present at the monthly meetings. 2. Shall keep funds on deposit at the bank designated by the Executive Board. 3. Shall be responsible for keeping a record of all receipts and disbursements. 4. Shall be the chairperson of the Budget and Finance Committee and submit a budget for approval at the September meeting. 5. Shall submit every disbursement to the President and Vice- President for approval. Any disbursement of $50.00 or more must be raised for discussion at the monthly business meeting and approved by majority vote. Any disbursement of funds under $50.00 must be approved by the majority vote of the Executive Board. Propose raising this amount to $ Shall attend the Superintendent s Advisory Council meetings, if availability permits, if availability permits. 6
7 7. Shall be responsible for cooperating with the new Treasurer and be available in a timely way to accomplish a smooth transition of the office. E. Assistant Treasurer 1. Shall be an aide to the Treasurer and attend meetings. 2. Shall become acquainted with all the duties of the Treasurer. 3. Shall be the financial liaison to all committees. 4. Shall work in conjunction with the Treasurer on all projects. 5. Shall be a member of the Budget and Finance Committee. 6. Shall attend the Superintendent s Advisory Council meetings, if availability permits. 7. Shall be responsible for making deposits/cash. F. Principal 1. Shall keep the Schwenksville Elementary School Staff informed of all organizational business 2. Shall function as the spokesperson for pertinent inquires; G. Executive Board 1. Shall consist of all officers of the Association 2. Shall transact necessary business in the intervals between regular meetings and such other business as referred to them by the Association 3. Shall present reports of any meetings 4. Shall approve routine bills within the limits of the budget as defined in Article VIII section D 5 5. Shall provide a full job description for their successors. 6. Shall attend the Superintendent s Advisory Council meetings, if availability permits 2. Standing Committee Chairpersons Shall be nominated by the President and approved by the majority of the officers of the Association. Replacement of the Standing Committee Chairperson in the case of vacancies or for the best interest of the Association can be accomplished by approval of the majority of the Executive Board. The responsibilities of ALL Standing Committee Chairpersons are as follows: a) Must be a member of the Association per Article IV b) Shall volunteer or be nominated by any member of Executive board and approved by the majority of the Officers of the Association. c) All Standing Chairpersons are responsible for coordinating volunteers and delegating tasks into workable assignments to ensure successful events. The chairperson shall report to the Executive Board 7
8 concerning all planned activities (date of event, theme of event, steps that need to be taken as well as anticipated purchase of supplies and any expenditure of monies.) No chairperson is solely responsible for all the work. Anyone interested in volunteering may contact the Chairperson of the event or any Association board member. Notices will be placed in the monthly newsletter as to what activities are still in need of volunteers as the events occur. Additional sign-ups will be solicited and additional help from the Executive Board is available. Chairpersons or someone appointed by the chairperson shall make themselves available to give a verbal report at an Association meeting prior to the event, provide updates for the newsletter and provide a recap of the event upon completion. All executive board members will be available to help with an activity and troubleshoot any problems or questions that may arise. Notes from previous chairpersons are available for most of the larger activities and can serve as guidelines for the current year chairpersons. Suggested Change: In order to keep meetings to one hour, the Executive board will ask for written reports from each of the chair people; they will be compiled and handed out, along with the minutes and agenda. Once everyone has had an opportunity to review the materials, we will offer a time for questions and answers. If a chair person would like time on the agenda to provide a verbal report, they should request to be on the agenda by the Friday prior to the meeting. Committee chair people should prepare a report with all the details/highlights of the event and send them to the secretary by the Friday prior to the meeting. d) Replacement of the Standing Committee Chairpersons in the case of vacancies or for the best interest of the Association can be accomplished by approval of a majority of the Executive Board. e) The standing Chair has the right to limit the tickets available at the door or have a no walk in policy at the event. f) The standing Chair must have a current membership in the Association. g) The standing Chair shall be a member of the Association Board, h) The standing Chair must have their list of volunteers verified by the Schwenksville office staff since all volunteers must have clearances on file with the Perkiomen Valley School district. Article IX- BY-LAWS WAIVER In the event any of the above by-laws cannot be adhered to, they may be waived by a majority vote by the Association Board. Article X AMMENDMENTS These by-laws will be reviewed annually by the officers of the Association. Any member of the Association may submit proposed amendments to the officers by 8
9 presentation to the Association membership. Proposed changes will be posted in the school for thirty (30) days and then voted on. To become effective, two thirds of the members present must vote in favor of the Amendments. Article XI PARLIAMENTARY AUTHORITY ROBERT S RULES OF ORDER REVISED shall govern the Association in all cases except when they are inconsistent with the by-laws or the special rules of the Association. 9
10 PROPOSED NEW ITEMS Teacher Grants: Each year a designated budgeted amount of money in the Associations budget will be set aside to give to our teachers as grants to purchase items for their classrooms or to provide an education benefit to their students. Each teacher will complete a grant form available in the office, present the form to the Principal for approval. The Home and School Association will need to approve any purchases of $ or more in teacher grants. Any amounts under $ can be approved by the Executive Board. The teachers assume all responsibility for ordering without approval from the Association. Bounced Checks: Home & School has the right to refuse personal checks in the situation of repeat instances: a) First Offense: Treasurer will contact the persons regarding returned checks via phone call or . b) Second Offense: Treasurer will contact persons regarding returned checks via letter signed by Treasurer and President, denying payment by personal check for the continuation of the school year. c) Any persons wishing to make payment on returned checks will be able to so at any time, including the $4.00 withdraw fee per transaction. d) Any persons wishing to participate in fundraisers or events will have the option of paying by cash or money order for the continuation of the school year. e) All monies collected toward fundraisers or events resulting in returned checks will be deducted for the income of that fundraiser or event. f) Any persons who receive fundraising items before returned checks are accounted for will be expected to reimburse Home & School for items received and bank fees Volunteering with Home and School: Please note: This policy address field trips, but will also be used for Volunteering with Home and School. Perkiomen Valley School District Family Hand book, page 5, All Chaperones must have Pennsylvania Child Abuse History Clearance (Act 34) and the 10
11 Request for Criminal Record Check (Act 151) on file in the front office before attending the field trip. The forms for these clearances can be found in the front office. Please be advised that there is a (4) to (6) week return time on these clearance requests. Schwenksville Home and School Association (c) (3) a) Said Organization is organized exclusively for charitable, religious, educational, and scientific purposed, including for such purposed, the making of distributions to the organizations that qualify as exempt organizations under section 501 (c) (3) of the Internal Revenue Code, or corresponding of any future federal tax code. b) No part of the net earnings of the organization shall in unsure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the purpose clause hereof. No substantial part of the activities of the organization shall be carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statement) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of this document, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or (b) by an organization, contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code, or corresponding section of an future federal tax code. c) Upon dissolution of the organization, assets shall be distributed for one or more exempt purposed within the meaning of section 510 (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, for a public purpose. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is located, exclusively for such purposes or to such organization or organizations, as said Court shall determine which are organized and operated for such purposes. 11
12 We, the Executive Board of the Schwenksville Elementary Home and School Association, hereby adopt the above amendments and sign it onto our by-laws, this the 17 th day of February, Original, signed version with noted changes will remain in the H&S archives. President Sandra Myers Vice-President Kathy Jennings Treasurer Brandy Kershaw Assistant Treasurer Maria Bush Secretary Laurie Pinkham 12
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