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WHITFIELD HOME & SCHOOL ASSOCIATION
BYLAWS
Article I: Name
The name of this organization shall be known as the Whitfield Home and School Association.
Article II: Objectives
Section 1. To be a liaison between children, parents, teachers and administrators.
Section 2. To provide diversified programs of an educational and social nature. To promote safety at the school.
Article III: Membership
Section 1. Membership shall consist of parents, guardians or friends of the Whitfield Elementary and the Faculty and Administration of that school who have paid their annual dues.
All members are eligible to attend meetings, to vote, to hold office and to serve on Standing and Special committees. Members have the privilege of bringing guests to the meetings, encouraging them to become active members.
Section 2. Dues shall be determined yearly by the Board and will be collected during the annual membership drive, however, eligible persons may join at any time of the school year.
Article IV: The Board
The Board shall consist of the officers of the organization, committee chairpersons and faculty representatives. Specifically, these shall include: The President, Vice-President, Secretary, Treasurer, the chairpersons of Standing committees and at least two (2) faculty and/or school administrators.
The Board shall 1) authorize non-budgeted expenditures, 2) establish Special committees, 3) conduct the business of the Association as necessary, and 4) approve all actions done in the name of the WHSA.
The Board shall meet monthly. Five (5) members shall comprise a quorum.
Article V: Officers
Officers shall serve a term of 2 years. They shall be elected at the spring General meeting, shall participate in the May Board meeting and assume office the last day of the school year. Officers can serve additional 1 year elected terms. Vacancies occurring in an office shall be filled by appointment of the President for the remaining portion of the school year and shall be approved by the Board.
The President shall call Board meetings, prepare agendas and preside at General and Board meetings. He shall oversee the functioning of the organization and its committees according to the Association bylaws.
The Vice-President shall, in the absence of the President, assume the President’s duties.
The Secretary shall record the minutes of all Board meetings, general meetings, and any special meetings called by the President. Minutes shall be distributed to Board members at least one week in advance of the next meeting.
The Treasurer shall collect, record, report and distribute all funds of the Association. The Treasurer does not participate in the selection of the Auditor.
Article VI: Fund Disbursement
Section 1. Requests for expenditures can be made by any board member.
Section 2. Any disbursement under $75. can be made by the Treasurer upon mutual agreement of the President and Vice-President. A listing of all such expenditures shall be kept by the Treasurer and noted at the next board meeting.
Section 3. Non-budgeted expenditures of $75. or more require majority vote of approval at a board meeting.
Section 4. Fundraising chairpersons can request an advance of funds to facilitate the organizing of fundraising events. Requests should be made at the monthly board meetings.
Section 5. All payment of funds to committee members should be made upon submission of receipts to verify the expenditure.
Section 6. The Board shall select a qualified auditor who is not related to an officer of WHSA and who shall examine the Treasurer’s account annually.
Section 7. An annual budget shall be established before the May board meeting and shall be presented and approved at the May board meeting for the following school year. The approved budget shall be posted at the first General Membership meeting of the school year.
Article VII: Committees
Section 1. Standing Committees of this organization shall consist of the following:
Program (Educational,
Publications (Newsletter, Buzz Book, Memory Book)
Book Fair
Family Events (Santa Secret Shop, Bingo Night, Fun Fair)
Membership/Recruiting
Volunteer Services (Gift of Love, Kids Care About People, Homeroom Parents, Volunteer Coordinator)
Fund Raising (Spiritwear, School Store, Plant Sale, Boxtops, Campbells Soup, Redner’s Receipts, Special Fundraisers)
Hospitality
Committee chairpersons shall be selected by the incoming President and may serve one-year terms in that capacity. Officers may serve on committees. Additional Standing committees may be established at the discretion of the Board.
Section 2. Special and Standing Committees
The board officers may create such Special Committees as it may deem necessary to promote the objectives and carry on the work of the organization. Special committees shall present a plan of action to the board for approval. Since a special committee is created and appointed for a specific purpose, it automatically goes out of existence when its work is completed and its report is received.
A Nominating Committee shall consist of a chairperson who is currently serving on the Board and members selected from the general membership. The chairperson shall be appointed by the President. The Nominating Committee shall publish the slate of candidates at least two weeks prior to the final general meeting of the year. Nominations may be accepted from the floor at the election.
A Bylaws Committee will be appointed from the general membership by the President to review the Bylaws and to report its findings at a board meeting.
Article VIII: Meetings
There shall be at least two (2) General Membership meetings per year.
Article IX: Amendments
The Bylaws may be amended, when necessary, at any stated meeting of the Organization by the majority of members present, provided the proposed amendments had been published at least two weeks prior to the meeting.
Article X: Parliamentary Authority
The rules contained in Robert’s Rules of Order Revised shall govern the organization in all cases to which they are applicable and in which they are not consistent with these Bylaws.
Article XI: Dissolution of the WHSA
In the event of the dissolution of the organization, all monies remaining shall be contributed to the
Original date of WHSA Bylaws – June 25, 1985
Revised date – April, 2001
