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PARENTS ASSOCIATION BYLAWS
Article I: Name
The name of this Association shall be the “Applewild School Parents Association,” hereinafter referred to as the “Association” or the “PA”.
Article II: Purpose
The purpose of this Association shall be to assist Applewild School in any way deemed advisable by the Head of School in accordance with the policies established by the Applewild School Board of Trustees and in keeping with the School’s mission.
Article III: Membership
Section 1. Each parent or legal guardian of a student currently enrolled at Applewild School is a member of the Parents Association.
Section 2. The Head of School shall be an ex officio member of the Association.
Section 3. Each member is entitled to attend and to vote at all meetings of the Association and to use the monthly meeting as an opportunity for communication.
Article IV: Meetings and Procedures
Section 1. PA meetings shall be held at least seven times a year on school premises. Association members will be notified in writing via mail or electronic mail at least four weeks in advance of these meetings. A PA meeting schedule will also be posted on the school website.
Section 2. Special meetings of the Association may be called whenever the Executive Committee of the PA considers it necessary. All members of the Association shall be notified of the purpose of the special meeting in writing, by mail or electronic mail, at least seven days prior to said meeting. Business voted on at any special meeting shall be limited to that mentioned in the call.
Section 3. The regular meeting of the Association held in May of each year shall be designated the Annual Meeting. At this meeting, members of the Association will vote on the proposed slate of officers and the proposed budget for the coming year. At least seven days prior to this meeting, PA members will be notified of the Annual Meeting and will receive a slate of proposed officers for the coming year. The newly elected officers of the PA Executive Committee will begin their term upon conclusion of the Annual Meeting.
Section 4. All matters to be voted upon at Parents Association meetings shall be passed by a majority of those present except for those circumstances set forth herein that require a quorum of members to be present. Twelve members shall constitute a quorum. A quorum is required for the following matters: the election of new officers at the Annual Meeting; the approval of the proposed budget at the Annual Meeting; and the approval of any amendments to the bylaws of the Association. Whenever a quorum is required to approve a matter herein, such matter may be approved without a quorum present, provided that such vote is passed by a majority of those present and such vote is ratified by the Head of School or his/her designee.
Section 5. Any member of the Association may vote at all meetings. Each member of the Association shall have one vote. Any matter may also be voted without a meeting when all members have been notified in writing, by mail or electronic mail, and a majority of the required number of votes has been received in writing, by mail or electronic mail.
Section 6. All meetings of the Association are open to faculty, staff, administration and members of the Board of Trustees of Applewild. These persons shall be non-voting unless they are otherwise members of the Parents Association.
Article V: Use of Funds
Section 1. The fiscal year of the PA shall run from July 1st through June 30th. Monies raised by the PA will be used to benefit the school according to the needs identified by the PA and Applewild School administration. A budget will be prepared and presented at the Annual Meeting in May.
Section 2. The signatories of all accounts held by the PA shall be the President and Treasurer.
Section 3. All accounting policies as adopted by the Applewild School Board of Trustees, and the Accounting Procedures and Guidelines as established by the Director of Finance and Operations, are to be followed by all members of the PA and shall be enforced by the Treasurer of the PA.
Article VI: Officers
Section 1. The Executive Committee of the Association shall administer all PA activities. The Executive Committee is responsible for: (1) defining the agenda and schedule of PA meetings; (2) calling special meetings of the PA as needed; (3) advising the Head of School and Division Heads regarding their regular meetings; (4) supervising and supporting all activities of the PA; (5) forming special committees as needed.
Section 2. All officers must be members of the Association. The Executive Committee of the Association shall include as members the following officers: President, Vice President, Secretary, Treasurer and Volunteer Coordinator.
The duties of these officers shall include, but not be limited to, those described in the following sections.
Section 3. The President shall: (1) prepare an agenda and preside at all Executive Committee and PA meetings; (2) be responsible for maintaining open communication between the PA and the Applewild administration, faculty, parents, students and trustees; (3) meet regularly with the Applewild administration; (4) appoint committee chairs for planned events as outlined in the strategic plan; (5) serve as an ex officio member of and support the activities of all PA committees; (6) serve as a member of the Development Committee; (7) prepare and present a report on PA activities at scheduled meetings of the Board of Trustees; (8) collect and review PA materials needed for the directory and family handbook; (9) prepare written materials for school publications.
Section 4. The Vice President shall: (1) assist the President as required; (2) perform duties of the President in his/her absence; (3) attend Executive Committee and PA meetings; (4) oversee all committees to ensure that events and fundraisers meet the guidelines and objectives of the school and Parents Association.
Section 5. The Secretary shall: (1) attend Executive Committee and PA meetings; (2) record the minutes of such meetings and prepare them for distribution, web posting and archives following a review of the Executive Committee; (3) maintain a notebook including all agendas, minutes and pertinent handouts from Executive Committee and PA meetings; (4) be familiar with PA bylaws to ensure compliance thereof; (5) conduct and monitor communications of the organization as requested by the Executive Committee.
Section 6. The Treasurer shall: (1) be responsible for all financial matters of the PA; (2) prepare in association with the President the annual budget; (3) administer the PA Accounting Policy, Procedures and Guidelines; (4) provide regular reports to the Executive Committee as well as to the PA body as outlined in the Accounting Policy; (5) keep proper records, prepare an end-of-year report for the PA body and archive financial documents.
Section 7. The Volunteer Coordinator shall: (1) coordinate staffing of all PA volunteer activities throughout the year; (2) work with the President and Vice President in appointing PA committee chairs; (3) serve as Room Parent liaison.
Section 8. The Executive Committee officers shall serve one-year terms with the option to continue for a second year. It would be anticipated that the Vice President would succeed as President the following year. No officer shall serve more than two consecutive one-year terms in the same position unless unusual circumstances indicate the need to do so. This will be explained by the Nominating Committee and/or the Executive Committee to Association members prior to any vote to elect the new slate of officers.
Section 9. An officer may be suspended or removed for cause, after reasonable notice and opportunity to be heard at a regular meeting. After such a meeting, a written vote of the membership will be taken and a majority vote of those responding shall be required for removal or suspension.
Section 10. Any officer may resign by delivering a written resignation to a member of the Executive Committee. Resignations are effective upon receipt unless otherwise specified in the letter of resignation.
Article VII: Nominations and Appointments
Section 1. The Nominating Committee shall consist of five members: (1) a member of the Association voted in at the Annual Meeting; (2) a parent who serves as a member of the Board of Trustees, appointed by the President of the Association; (3) the chair of the Parent-Faculty Liaison Committee; (4) the Head of School; and (5) the Vice President of the Association. If the Vice President of the Association does not accede as President, then the Secretary of the Association shall serve on the Nominating Committee. If the Secretary is not serving a second term, then the Treasurer shall serve on the Nominating Committee. If the Secretary and Treasurer are not serving a second term, then the Volunteer Coordinator shall serve on the Nominating Committee.
Section 2. The Head of School shall be the chair of the Nominating Committee or may appoint another Nominating Committee member as the chair.
Section 3. Each year the Nominating Committee shall nominate a slate of candidates for President, Vice President, Secretary, Treasurer and Volunteer Coordinator to be filled by members of the Association. Nominations shall be solicited from the Association, faculty and staff after the April PA meeting and before the Nominating Committee convenes. The slate will be published at least one week before the Annual Meeting, at which point nominations shall be closed.
Section 4. The outgoing President shall present the proposed slate of officers for a vote at the Annual Meeting of the PA.
Section 5. The Executive Committee and the Nominating Committee shall appoint officers from the PA membership to fill any positions that are vacated during the school year.
Article VIII: Amendments
These bylaws of the Parents Association may be amended, repealed or otherwise modified. Amendments to these bylaws must be reviewed and approved by the Board of Trustees before being voted on by the Association. Written notification of a proposed amendment, repeal or modification shall be given to all members of the PA. The proposed amendment, repeal or other modification will be addressed at the first meeting after such notification. A quorum must be present at any vote to modify the bylaws, and a two-thirds majority of those present is required. Any amendment, repeal or other modification to these bylaws of the PA must be in accordance with the bylaws of Applewild School as adopted by the Board of Trustees and must be in accordance with all policies of Applewild School as the same may be amended or modified from time to time.
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