Bylaws of the Ardmore Avenue Home and School Association
Adopted by 3-21-96
Amended September 2016
Article I – Operations
Section 1: Name
The name of this organization shall be Ardmore Avenue Home and School Association, here in after referred to as H&S or the Association
Section 2: Objectives
The objectives of this organization shall be to bring the home and school into close relationship so that parents and teachers may cooperate in the educational process. This volunteer organization integrates the forces of home and school and community on behalf and for the benefit of the children and youth of Ardmore Avenue Elementary School.
Section 3: Policies
The organization shall adopt and apply the following policies.
The Association shall be noncommercial, nonsectarian, and nonpartisan. No commercial enterprise nor any candidate shall be endorsed by the Association. The name of the Association or its officers in their official capacities may not be used in any connection with a commercial concern or with any partisan interest, or for anything other than the regular work of the Association.
The Association shall adhere to existing procedures and policies of the William Penn School District. The Association shall work toward the improvement of procedures and policies set forth by the William Penn School District.
Section 4: Membership and Dues
All persons who are interested in the objectives for which the Association is organized may become active members upon payment of dues. The Association shall set its own dues. Members that have paid dues and follow the policies listed above are in good standing.
Section 5: Officers and Their Election
Officers of this Association shall be a co-chair committee consisting of 4 members in good standing. Up to two (2) co-chair positions shall be available for election each year. Officers shall be elected annually be majority (2/3) vote of those members present at the final general meeting in the Spring for a term of one year beginning as of July following election. The co-chair committee shall include the appointed duties of Treasurer and Communication Liaison.
In the event that an exception is to be made to the two year term limit, it must be voted on by ballot in the General Membership with 2/3 of the majority vote needed.
Nominations for officers shall be made by a Nominating Committee of three (3) or more members appointed by the Executive Committee. The Nominating Committee shall offer the manes of candidates so nominated may be voted upon. Nominees must be in good standing with the Association.
A vacancy occurring in the office, during the school year, shall be filled by the Executive Committee for the unexpired term by majority vote.
Section 6: Duties of the Officers
The Co-chairs shall preside at all general and executive meetings. The co-chairs shall appoint the Chairmen of the standing committees.
The Communication Liaison shall be appointed to keep and preserve a correct record of all general and executive meetings of the Association. These records shall be kept on file in the school office for five (5) years. These records shall be distributed to current members and school staff and faculty via FaceBook, email, or other means.
The Treasurer shall be appointed to receive all monies of the Association; pay out monies on approved expenditures; keep an accurate record on receipts and expenditures; give an accounting at each General and Executive Meeting. The Treasurer shall, before the first executive meeting, prepare and submit a budget covering the coming school year. The Treasurer shall be responsible for updating bank records, and following established bank procedures. These records shall be kept on file at the school office for five (5) years.
The Treasurer shall reconcile and closeout each year no later than June 30. The Treasurer shall provide a detailed summary to the President of the Association and the Principal of the school for their review and approval each year no later than July 31.
Two (2) co-chairs, treasurer plus 1, shall be selected to access the Association’s bank account.
Section 7: Membership Meetings
General membership meetings shall be held each month with the exception of the summer months (June, July, and August). The Executive Committee shall determine the day of the month at the beginning of each school year, and notify the general membership in writing of the meeting schedule.
The general meetings shall be open to the general public; however, the privilege of holding office, making motions, debating and voting shall be limited to members of the Association in good standing as set up in Section four.
Special general membership meetings shall be conducted at the request of a member of the association in good standing. At least one week’s notice of special general membership meetings shall be given.
A quorum shall consist of 3 co-chairs of the Executive Committee and 4 members at large, or 2/3 of the members present at the meeting (whichever is greater). Voting on any issue shall not take place unless a quorum is present.
The Executive Committee shall meet no fewer than two (2) times each school year. The Executive Committee shall meet with the school principal before the start of the school year and as needed.
Section 8: Home & School Board and Executive Committee
The Association’s full Home & School Board shall consist of the 4 co-chairs of the Association, the Principal, at least one (1) teacher representative selected by the Faculty, all Parent Liaisons, and Chairpersons of the standing Committees.
The Executive Committee shall consist of the 4 elected co-chairs and shall pass upon committee plans, fill co-chair vacancies and transact the business of this Association. A majority of the Executive Committee membership shall constitute a quorum (3 co-chairs).
Special meetings of the Executive Committee shall be call by any of the co-chairs.
Section 9: Committees
There shall be committees of the H&S as needed, such as Membership, Volunteer, Publicity, Assembly, Issues, and Nominating.
The Membership Committee shall record the names of parent that paid the annual dues, and by paying these dues are members of the Ardmore Avenue Home and School Association. The annual dues is established by the Executive Committee, and an increase may be voted on at the first General membership meeting of the new year.
The Parent Liaisons shall be responsible for communication between the homerooms for each class (grades K-6), including concerns, questions, and requests the teachers of each class may have.
The Publicity Committee shall be responsible for providing positive information about the happening in the school to the newspapers and television. The Publicity Committee shall generate a monthly newsletter and/or calendar providing information to the parents of the Ardmore Avenue school community. The Committee shall keep H&S FaceBook page up-to-date and send current information to the Public Relations Coordinator in the Superintendent’s Office. The Committee shall also be responsible to send current information to the Public Relations Committee for the Borough of Lansdowne.
The Assembly Committee shall be responsible for coordinating the Awards Assemblies, and other student recognition awards when appropriate. It shall be responsible for scheduling and selecting appropriate programs funded by the Home & School for assembly programs.
The Issues Committee shall consist of those individuals interested in the improvement, enhancement of education philosophies, procedures, and policies as pertains to the William Penn School District. The purpose of this Committee shall be disseminate educational information to parents, to participate in the Community Council for Education, a district wide organization, and to deal with issues deemed important to the welfare and education of the students of the Ardmore Avenue Elementary School.
The Nominating Committee shall consist of at least three (3) members appointed with the approval of the Executive Committee. The purpose of the Committee shall be to recruit parents to fill vacancies on the Executive Committee. The names of the parents nominated for the vacancies shall be presented to the general membership in the month of May.
Section 10: Audit
The books of this Association shall be audited by two (2) members of the Association, other than the Treasurer, appointed by the President, once each year within sixty (60) days after the close of the fiscal year. The Audit Report shall be available to the members at the first general meeting of the school year. The Association shall provide records to the Internal Revenue Service as required in order to maintain its nonprofit nonfoundation status. The fiscal year for purposes of the Internal Revenue service is July 1 to June 30.
Article II – Special Provisions
Section 1: Fundraising and Budget
The Association shall conduct its own fundraising according to its needs, consistent with the policies of the district. Fundraiser monies shall be controlled and collected by the Association Officers only.
The co-chairs shall prepare the budget for the year beginning July 1 and ending June 30. The budget shall be presented at the first general membership meeting of the year for approval by the members of the Association. Passing of the budget is completed by 2/3 majority vote of the general membership.
Expenditures by staff members shall be approved by the co-chairs and reviewed by the Treasurer if less than $200. All expenditures over $200 must be approved by a 2/3 majority vote of the H&S Board. Appropriate paperwork must be completed and presented prior to all approvals.
The Executive Committee shall receive a copy of the budget for its review no later than September 1.
The Home & School PLUS Fund, adopted in 1989-90, shall become a line item in the budget. The purpose of the fund is:
to provide on-site or community assistance to teachers that request help with special curriculum-related projects in the classroom or school, and/or
to provide financial assistance to teachers desiring to purchase additional materials for special projects.
Section 2: Parliamentary Authority
The Parliamentary Authority of the Association shall be “Robert’s Rules of Order Newly Revised.”
Section 3: Social Media
The use of Social Media (FaceBook, newsletters, etc) on behalf of the Association shall be in accordance with the By Laws. No political or personal views may be shared through these means.
Article III – Amendments
These Bylaws may be amended at any General meeting of this Association by a two thirds (2/3) vote of the membership present. The proposed amendment shall be submitted in writing to the Executive Committee at least one (1) week prior to the monthly H&S meeting, and shall be presented to the general membership for voting.