Bylaws of. The PTA of PS 154 Brooklyn, Inc.

Transcription

1 Bylaws of The PTA of PS 154 Brooklyn, Inc. Approved by the Membership on: September 20, 2016 Jorge Mouro, Secretary Signature: Jodi Harris, President Signature: Zoë Kashner, President Elect Signature: The name of the association shall be: The PTA of PS 154 Brooklyn, Inc. Article I NAME Article II OBJECTIVES To build capacity for greater parent involvement and leadership. To foster programs that will enable parents to become partners in the education of their children. To provide opportunities and training for parents to participate in school governance and decision making. To promote the establishment and execution of student enrichment programs. To facilitate fundraising for proposed school expenditures which have been voted upon

2 and approved by the parent body. Membership in the Association shall be limited to: Article III MEMBERSHIP All parents and all staff currently employed on a full time basis in P.S. 154, with the exception of persons in supervisory positions. The term parent means the student s parent or guardian, or any person in a parental or custodial relationship to the student. The definition of parent includes: birth or adoption parent, step parent, legally appointed guardian, foster parent, and person in parental relation to a child currently attending a school. Enrollment: At the beginning of each school year, the P.T.A. shall distribute a letter to all parents and eligible staff advising them that they are automatically members of the Association and encouraging them to participate. The letter shall also request a dues contribution to the Association. The payment of dues is not a requirement for Membership and does not affect voting or running for office. Voting privileges and restrictions due to conflicts of interest: Each parent, legally appointed guardian and persons in parental relation to a child, and eligible staff member shall be entitled to one vote. Members deemed to have a conflict of interest shall not be permitted to vote on restricted issues. Persons employed by the New York City Department of Education may not serve as Executive Board members, chairpersons of standing committees, or as parent member representatives on the School Leadership Team. Voting by proxy or absentee ballot is prohibited. Section 1. Titles Article IV OFFICERS AND THEIR ELECTION The officers (Executive Board) of the Association shall be: President

3 President Elect Chair of Operations Chair of Fundraising Treasurer Treasurer Elect Chair of Programs Chair of Communications and Marketing Chair of Event Planning Chair of Event Planning Elect Chair of Auctions and Sponsorships Chair of Technology Membership Coordinator Chair of After School Recording Secretary Members at large (6 positions) Section 2. Term of Office The term of office shall be from July 1st through June 30 th. For designated offices left open until election in the fall, the term shall be from the fall election through June 30th. No person may serve in the same position for more than two consecutive one year terms unless, after a canvas of the membership, no person is eligible and willing to serve. If elected, the incumbent may then serve additional terms. Section 3. Qualifications Eligibility for office is limited to parents, guardians, and persons in parental relation who are not employed in PS 154. In order to be an eligible candidate for the office of President, the candidate(s) must have served at least one year on the Executive Board. In the event that no eligible, interested candidate is found, the position shall be open to any willing member.

4 Section 4. Nomination of PTA Officers Establishing a Nominating Committee A nominating committee will be established to conduct spring elections. If a nominating committee cannot be formed, the PTA will proceed with an expedited election, as provided for in Section I.G.4 of the A 660. The nominating committee members will be selected by vote of the membership. No person who is running for office may serve as a member of the nominating committee. Staff may not participate on the nominating committee regardless of membership status. Nominating Committee Responsibilities a) Soliciting Candidates The nominating committee must solicit recommendations for candidates in ways that maximize member participation. Written notices soliciting recommendations must be distributed to the entire membership. b) Determining Candidate Eligibility The nominating committee must determine candidate eligibility in consultation with the school principal or her/his designee. Parent members are eligible to run for any office, provided that: (1) they have not been prohibited from serving on a PTA executive board by the Chancellor, Chancellor s designee, or the Chief Family Engagement Officer (CFEO); (2) they are not excluded by a term limit provision present in the bylaws and; (3) they meet the criteria for PTA membership. Parent members with one child graduating and another child entering the school may only run for a non mandatory office during spring elections. The principal must certify to the membership that the candidates being considered are eligible to run for office. c) Conducting a Nomination Meeting Written Notice The nominating committee must send written notice to the PTA membership indicating when and where nominations will be held. The notice must be dated and distributed at least 10 school days before the nomination meeting. Notice may be sent by e mail, but the nominating committee must also send notice by backpack or postal mail. Meeting Times Meetings should be scheduled to ensure that members have the opportunity to fully participate in the process (e.g., begin at 6:00 pm and end at 8:00 pm). Nominations from the Floor All members, including staff where applicable, must have the

5 opportunity to make nominations from the floor before the closing of nominations. Members may nominate themselves or another eligible member. Section 5. Nominations Initial nominations for officers of the Association shall take place at the General Membership meeting in April. Any parent member of the Association may be nominated for any office in the Association. Initial nominations will be posted and distributed by the Recording Secretary prior to the May membership meeting. Nominations may also be taken at the PTA General Membership meeting in May if the person is present at the meeting. All nominations must be seconded by a member. Section 6. Voting There shall be one vote per member for children currently attending P.S Voting shall be by written ballot, unless there is only one candidate for any position. When necessary, names of candidates shall appear on the ballot under the title of the office to be nominated. Ballots shall be counted immediately following the election by the Election Committee and in the presence of the members. The Election Committee shall announce the results of the election to the Membership and state that those results are official. In the event of a tie vote, the Election Committee will announce a run off election at the same meeting. If there is still an unresolved tie vote, the Executive Board shall cast the deciding vote. Any Executive Board member who is part of the tie may not participate in the deciding vote. Section 7. Vacancies Officer Vacancies Occurring After the Start of the School Year Officer vacancies that occur after the start of the school year are filled by succession. Succession order is identified in the section on Duties of Officers. PTA officers may choose to retain their position and not succeed to a vacant office. Upon resignation of a co officer, the PTA members must vote to determine if the remaining co officer may fill the unexpired term on her/his own or whether an expedited election must be conducted. If a mandatory office cannot be filled by succession, the PTA will follow the expedited election process outlined in Section I.G.4 of the Chancellor s Regulation A 660.

6 Article V DUTIES OF OFFICERS Succession Board Title Responsibilities 1 President The President shall preside at all meetings of the association and shall be an ex officio member of all committees except the nominating committee. The President shall appoint chairpersons of PTA committees with the approval of the executive board. The President shall delegate responsibilities to other PTA members and shall encourage meaningful participation in all parent and school activities. The president shall attend all regular meetings of the Presidents Council and shall be a mandatory member of the School Leadership Team. The President shall meet regularly with the executive board members in accordance with these bylaws to plan the agendas for the general membership meetings. The President shall be one of the eligible signatories on checks. The President shall attend OFEA professional development seminars relating to association leadership. The President shall assist with the June transfer of PTA records to the incoming executive board. 2 President Elect The President Elect shall assist the President and shall assume the president's duties in his/her absence or at the President s request. The PE will also work to maintain positive relationships with the Windsor Terrace neighborhood; foster the relationships with District 15 and the CEC attending relevant meetings; and, develop and nurture relationships with the local, state and federal legislators. The President Elect will oversee the maintenance of the DropBox. 3 Chair of Operations The Chair of Operations will oversee compliance with all rules and regulations to which the PTA is bound. The Chair of Operations will also be responsible for collecting information from EB members for each monthly newsletter, including a list of upcoming events, ongoing PTA programs, and information about our Annual Fund and its contributors.

7 Succession Board Title Responsibilities 4 Chair of Fundraising The Chair of Fundraising will have overall responsibility for the development activities of the PTA and will oversee the committees charged with operating the Annual Fund, the Generations Campaign, Grants, and Sponsorship. The Chair of Fundraising will chair the Fundraising committee and will work to ensure established development initiatives are successful and explore new ideas for raising funds for the PTA s programs and operations. The Chair of Fundraising will be responsible for establishing a committee for generating thank you letters to all monetary donors. 5 Treasurer The Treasurer shall be responsible for all financial affairs and funds of the association. The Treasurer shall also be responsible for maintaining an updated record of all income and expenditures on school premises and shall be one of the signatories on checks. The Treasurer shall adhere to and implement all financial procedures established by the association. The Treasurer shall be prepared to present and provide copies of financial reports at all association meetings. The Treasurer shall also prepare and provide copies of the interim and annual financial reports. The Treasurer shall make available all books or financial records for viewing by members upon request and for audit. The Treasurer shall attend OFEA professional development seminars relating to financial affairs. The Treasurer shall assist with the June transfer of all PTA records to the incoming executive board. 6 Treasurer Elect The Treasurer Elect will assist the Treasurer in all matters of financial management of the PTA. These duties will include but are not limited to banking, expense report processing, fundraiser money count and fundraiser reports to be filed with the principal and petty cash. The Treasurer Elect shall give all pertinent donor information to the fundraising chair on a monthly basis for thank yous. The treasurer elect may be a signatory on checks.

8 Succession Board Title Responsibilities 7 Chair of Programs The Chair of Programs will have overall responsibility for the coordination of activities that bring the PTA s enrichment programs to the students of PS 154. The Chair of Programs will oversee In class Enrichments, Assemblies, and the Meet the Author/Illustrator program. The Chair of Programs will chair the Programs committee and manage the implementation of programs and coordination with the school s administration, faculty and staff. The chair will make sure all program resume information is in the DropBox. 8 Chair of Communications and Marketing The Chair of Communications and Marketing will have responsibility for establishing the voice of the PTA through both printed and online communications. The Chair of Communications and Marketing will work with the Chair of Events and Chair of Programs to produce and distribute of backpack material and letters to parents. Additionally, the Chair of Communications and Marketing will ensure that the PTA website, Facebook page, and Twitter feed are updated in a timely way and that all art is maintained in the DropBox. The Chair of Communications and Marketing will also utilize local message boards and Facebook Pages that extend the reach of our promotions when our events are offered beyond the current community. The Chair of Communications and Marketing is also responsible for maintaining our School Store. 9 Chair of Event Planning The Chair of Event Planning will be the point person who guides each event committee in the planning, preparation and execution of the fundraising events approved by the PTA. The Chair of Event Planning will work closely with the Executive Board to coordinate and optimize revenue generation for each event. Members at Large, working with the Chair of Event Planning, are expected to chair events or take on other major events roles during the year. The Chair of Events will also make sure that all event resume information is in the DropBox.

9 10 Chair of Event Planning Elect The Chair of Event Planning Elect will assist the Chair of Event Planning in managing food service, crafts, games, rides, permits, tickets, media, and general planning for all events, along with the chair of each separate event. 11 Chair of Auctions and Sponsorships The Chair of Auctions and Sponsorships oversees our PTA s relationship with businesses both within our parent community, locally, and in our larger community. Working with the Auctions and Sponsorships Committee, the chair maintains a development plan with those businesses to meet our budget goals for the Winter Fair Auction, Rafflemania, and other auctions that we may have. 12 Chair of Technology The Chair of Technology oversees our school s website, including sections that cover the PTA, After School, Event Tickets, and our online School Store. The Chair updates the website as needed throughout the school year and summer to keep parents informed. The chair of technology integrates other related technology, such as PayPal, JackRabbit, and Google forms, so that our data is stored in a secure way and able to be used by all key players. 13 Membership Coordinator The Membership Coordinator will encourage active participation in the PTA in our parent body. The Membership Coordinator manages committee sign up sheets, and passes that information along to committee chairs. The Membership Coordinator will also coordinate visits to each kindergarten class during the first Family Friday, encouraging family involvement in the PTA. The Membership Coordinator will also work with incoming kindergarten families, to help build relationships between new families and the PTA promoting volunteer opportunities and participation in the annual fund. The Membership Coordinator hosts the Kindergarten Welcome Breakfast that occurs in August before school begins. 14 Chair of After School The Chair of After School will be responsible for the successful implementation of the After School program provided by the PTA to PS 154 students. The Chair of After School will work with the After School staff to define the curriculum, recommend pricing, recommend offers of employment, and ensure compliance with rules and regulations regarding running an after school program. The Chair of After School will lead the After School committee in making recommendations for after school programming and policy. The Chair of After School will administer employment policies and practices.

10 15 Recording Secretary The Recording Secretary shall maintain the official record (minutes) of the proceedings and actions of all association meetings. The secretary will print all materials for all PTA general meetings as long as those items are provided 48 hours before the meetings. The secretary shall prepare and read the minutes of each association meeting and shall distribute copies of the minutes at the next scheduled meeting for review and approval by the general membership and post the minutes to our website. The secretary shall maintain custody of the association s records on school premises. The secretary shall incorporate all amendments into the bylaws and shall ensure that signed copies of the bylaws with the latest amendments are on file in the principal s office. The secretary shall be responsible for reviewing, maintaining and responding to all correspondence addressed to the association. The secretary shall assist with the June transfer of all PTA records to the incoming executive board Members at large (6 positions) There will be up to 7 Members at large who will have full voting privileges on the Executive Board. Three Members at large positions will be filled by election at the May membership meeting. The remaining four Members at large positions (including one that will be the chair of the 5 th Grade Graduation Committee) will be filled by election at the September membership meeting. Members at large will assist other officers on an as needed basis and will chair or co chair one of the fundraising activities. One Member at large will be the chair of the 5 th Grade Graduation Committee. Article VI EXECUTIVE BOARD Section 1. Composition The Executive Board shall be comprised of the elected officers of the Association and chairpersons of the Standing Committees. Section 2. Responsibilities The Executive Board shall:

11 Plan and execute all the tasks necessary to implement the programs and policies adopted by the General Membership. Recommend to the Membership eligible members to fill vacant positions. Be required to attend all Executive Board meetings. Section 3. Meetings Regular meetings of the Executive Board shall be held each month. A schedule of these meetings shall be prepared by the Board and distributed to the General Membership. The President may call a special meeting of the Executive Board with a minimum of twenty four hours telephone notice to Executive Board members. Section 4. Voting Each member of the Executive Board shall be entitled to one vote. Section 5. Quorum A majority of the members of the Executive Board shall constitute a quorum. Section 1. Standing Committees Article VII COMMITTEES There shall be the following standing committees: Committee Name Responsibilities Fundraising The Fundraising Committee will be chaired by the Chair of Fundraising. The committee will work together to guide the efforts of sub committees to establish and maintain all fundraising efforts that are not related to events. The committee will partner with Treasurers around donation tracking, coordinate donor acknowledgement and supply Treasurers with any necessary documents for tax purposes. The committee will work closely with the Programs Chair to coordinate fundraising around student performances that exist because of PTA funding.. The Fundraising Committee will work to ensure the continued success of existing efforts for the Annual Fund, the Generations Campaign, Grants, and Free Money. The committee will also consider and make recommendations to modify existing fundraising efforts and to consider new fundraising opportunities.

12 Event Planning Auctions and Sponsorship The Event Planning committee will be chaired by the Chair of Event Planning. The committee will work together to guide the efforts of sub committees to plan and execute events that raise funds for PTA enrichment programs and help build a spirit of community at PS 154. The committee will recommend a calendar of events for the school year and work with the Membership Coordinator to recruit and organize volunteers to participate in the events. The Auction and Sponsorship committee will be chaired by the Chair of Auctions and Sponsorships. This committee is responsible for building relationships with local and national business to create sponsorship opportunities for events and programs. This committee is also responsible for finding items for any auctions or raffles run by PS154, and managing the procurement and management of the auction items, and the auction element of the event where they are sold. Enrichments The Chair of Programs will chair the Enrichment Programs committee. The committee will work together and with the parent body to identify enriching experiences that the membership would like to add to the educational experience of students at PS 154. The committee will focus on enrichments that can be integrated into the school day and help support the curriculum in place at the school, such as in class enrichments and assemblies. After School The Chair of After School will chair the After School committee. The committee will work together to establish curriculum and policy for the after school program. The committee will also work to encourage and support the staff hired by the PTA to run the after school program. The chair will communicate program projects, goals and status to the Board, establish an operation and planning calendar, administer and report on program performance evaluations for the Board and oversee program budget planning and coordinate with rest of PTA budget planning. Communications and Marketing 5 th Grade Graduation The Chair of Communications and Marketing will chair the Communications and Marketing committee. The committee will work to support the communication and marketing needs of the PTA by collecting content from board members and committees and producing print and electronic material for dissemination to the PS 154 community. One committee member will be in charge of updating the website as needed. A Member at large will chair the 5 th Grade Graduation committee. The committee will work with the 5 th grade parents and school administration and faculty to identify the activities related to 5 th grade graduation, plan and execute those activities and work within the PTA framework to establish a budget for 5 th grade activities and execute the plans within the budget.

13 Committee To Support Students With Special Needs The Committee to Support Students with Special Needs is a parent organized group that promotes information sharing among families, and also advocates for the inclusion of special needs students in PTA sponsored programs. Garden Each core class in the school has one volunteer who is in charge of facilitating the garden experience of that group. The Garden Committee also facilities the Mother s Day Plant Sale. The chairs of the Garden Committee may or may not belong to the Executive Board. The committee chair reports to Chair of Programs for expenses. Movie Night The movie committee facilitates three movie nights during the colder months of the school year. They manage movie selection, licensing, and concessions. The chairs of the Garden Committee may or may not belong to the Executive Board. The committee chair reports to Chair of Programs for expenses and income. Section 2. Ad Hoc Committees Where an issue or situation arises that necessitates the establishment of a committee, an ad hoc committee may be formed by the Executive Board to meet the need, and dissolved when the need no longer exists, by majority vote of the Executive Board. The President (or Co Presidents) shall appoint committee chairpersons with the approval of a majority vote of the Executive Board. It shall be the responsibility of the ad hoc committee chairpersons to: schedule meetings as necessary; keep an accurate record of names, addresses, and phone numbers of all committee members; notify committee members of the committee activities; schedule, organize, and manage the required activities, income and expenses of the committee. Section 1. Fiscal Year Article VIII FINANCIAL ADMINISTRATION The Fiscal Year of the Association will be from September 1 st through August 31 st in accordance with

14 the 5O1C3. Section 2. Budget A budget for the Association shall be proposed by the Executive Board at the General Membership Meeting in May. This Budget shall refer to expenditures and income anticipated for the Association in the following school calendar year. This Budget will reflect the goals of the Association. A majority vote by the Membership will be required to approve the budget. Once a budget is approved the PTA may appropriate the funds. Said Budget may be amended by the General Membership as goals and needs of the school change during the fiscal year. The Budget of the Association is separate from school funds and budget. The Association can donate funds to the school by a majority vote of the General Membership. Section 3. Dues Dues (a.k.a. Annual Fund Contributions) shall be solicited by the Association per annum for each member commencing with the Fall Membership Drive. Dues shall not be a condition for membership in the Association. Section 4. Emergency Expenditures Upon approval of the Executive Board, said board has the authority to authorize emergency expenditures up to $ Circumstances that warrant such authorization includes the need to pay for unanticipated expenses the Board feels are needed to enhance the success of events and programs and cannot be deferred until the next General Membership meeting. At the next General Membership meeting following the emergency expenditure, members will have the opportunity to vote on whether the emergency expenditure was an appropriate use of the funds. Section 5. Auditing Committee As the need arises, the President (or Co Presidents) shall request volunteers to form an audit committee of three persons. The committee should be comprised of a majority of persons from the General Membership. Executive Board members, other than those who are check signatories, may serve. Section 1. General Membership Meetings Article IX MEETINGS The General Membership meetings of the Association shall be held once a month, with a minimum of 9 meetings, from September through June, at P.S General Membership meetings shall be held alternately on weekday evenings at 6:30 p.m. or weekday mornings at 8:40a.m.. Written notice of the May voting meeting only shall be distributed via backpack or postal mail at least ten school days prior to the scheduled meeting. All members of the Association may attend and participate at Membership

15 meetings subject to restrictions in these bylaws. Section 2. Special Membership Meetings Special Membership meetings may be called to deal with a matter of importance that cannot be held until the next General Membership meeting. The President (or Co Presidents) may call a Special Membership meeting with a minimum of forty eight hours notice. S ection 3. Quorum The quorum for a general membership meeting must consist of representation by at least 8 PTA members, including a minimum of 2 executive board members and 6 parent members. In the absence of a quorum, the PTA cannot authorize the expenditure of funds or vote on any business, but may have non binding discussions. Section 4. Order of Business The following order of business shall be observed at all regular General Membership meeting of the Association. Call to Order General Updates/New Business Principal's Reports Committee Reports Guest Speakers/Presenters Adjournment Section 5. Minutes Minutes of each monthly General Membership meeting will be available in written form in a timely manner to all members. Article X AMENDMENTS

16 These bylaws may be amended at any regular meetings of the Association by a two thirds vote of the members present, provided the amendment has been presented in writing to the membership at the previous meeting, and appears in the notice of the meeting at which it is amended. Amendments are effective immediately unless otherwise stated in the motion or outlined in these by laws. In the event of any unresolved questions in the current by laws, the rules contained in Robert's Rules of Order, Newly Revised shall govern the Association. A thorough review of the by laws should be conducted every three years. These bylaws were adopted by vote of the membership on September 20, 2016.