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Article I.
Name, Purpose, and Offices
A. Name.
The name of the organization shall be the Louisville Collegiate
School Parents Association ("Parents Association,"
"PA").
B. Purpose.
The organization is a nonprofit organization whose purpose
shall be:
- to support the well-rounded education of the students
of Louisville Collegiate School by providing financial and
volunteer assistance for their educational and recreational
needs;
- to promote open communication between the administration,
teachers, and parents;
- to encourage parental involvement in Louisville Collegiate
School; and
- to assist the school in fulfilling its mission through
the organization's activities.
C. Policies. Funds earned
through the PA activities shall be used to finance educational
projects and activities for Louisville Collegiate School students,
staff, faculty, and parents. Any school-sponsored activity
is eligible for funding. Funds shall be allocated in accordance
with policy guidelines approved by the Executive Board of
the Parents Association.
Article II.
Membership. All parents
and/or legal guardians of students who currently attend Louisville
Collegiate School shall be eligible for membership in the
organization. Members shall have the right to attend and participate
in all meetings and activities of the organization including
the election of officers. There will be no membership fee
to join the organization.
Article III. Governance
A. Executive Board.
The affairs, activities, and operation of the organization
shall be managed by the Executive Board. The Executive Board
shall transact all necessary business during the intervals
between the meetings of the membership, and such other business
as may be referred to it by the membership or these Bylaws.
It may create Standing and Special Committees and approve
the plans and work of standing and special committees. The
Executive Board will present reports of all work completed
and up to date financial statements to the membership at General
Membership meetings. A budget shall be prepared and submitted
to the membership for approval at the first General Membership
meeting each school year. The majority vote of those members
present and voting shall constitute approval.
B. Positions.
The officers of the organization who serve on the Executive
Board shall consist of a President; President-elect (or Vice
President); Secretary; Treasurer; Booster Club Chair; Vice
President, Upper School; Vice President, Middle School; Vice
President, Lower School; and Family Network Coordinator. Other
Executive Committee positions may include a representative
from the standing committees and school staff, as deemed appropriate
by the President. Each Executive Board member has the right
to vote. If deemed appropriate by the President, a position
may be shared between two individuals, with each acting as
a voting member on the Executive Board.
1. President.
The President shall be the principal executive officer
of the organization and, subject to the control of the Executive
Board and the direction of the membership, shall in general
supervise and control all the activities of the organization.
The President shall be a member of the Executive Board and,
when present, shall preside at all meetings of the Executive
Board or the membership. The President shall select and appoint
chairpersons of all Standing and Special Committees (other
than the Booster Club Chair and Family Network Coordinator,
which shall be elected positions) and shall be an ex-officio
member of all committees of the organization.
2. President-elect.
The President-elect shall be a member of the Executive
Board and, in the absence of the President, shall perform
the duties of the President. The President-elect shall perform
such other duties as are assigned by the President or the
Executive Board. To be eligible to serve as President-elect,
a person must have been a member of the organization for at
least one year.
3. Secretary.
The Secretary shall be a member of the Executive Board.
The Secretary shall: keep the minutes of the proceedings of
the membership and the Executive Board; see that all notices
are duly given in accordance with these Bylaws; and, in general,
perform all duties incident to the office of the Secretary,
and such other duties as may be assigned by the President
or the Executive Committee.
4. Treasurer.
The Treasurer shall be a member of the Executive Board.
The Treasurer shall have charge of and be responsible for
all funds of the organization and shall receive and give receipts
for monies due and payable to the organization from all sources,
and shall deposit such funds in such banks or other organizations
as are selected by the Executive Board. The Treasurer shall
make disbursements as authorized by the membership in accordance
with the budget, or as authorized by the Executive Board.
The Treasurer shall present a financial report at each General
Membership Meeting of the membership and at all meetings of
the Executive Board.
5. Division Vice
Presidents (Lower, Middle, and Upper). The Division
Vice Presidents shall be members of the Executive Board. Each
VP is responsible for reporting on his or her division at
the Executive Board, coordinating with the appropriate Division
Head, organizing room representatives and grade representatives,
and acting as a liaison from the Executive Board to the various
constituencies within his or her division.
6. Booster Club
Chair. The Booster Club Chair shall be a member of
the Executive Board, and subject to the control of the Executive
Board, shall in general supervise and control all activities
of the Booster Club, in accordance with booster Club policy
adopted by the Booster Club, and approved by the Executive
Board.
7. Family Network
Coordinator. The Family Network Coordinator shall be
a member of the Executive Board, and subject to the control
of the Executive Board, shall supervise and control all the
activities of the Family Network. The Family Network will
function in accordance with the policy adopted by the Family
Network Committee, as approved by the Executive Board.
8. Head of School.
The Head of School shall serve as an ex-officio member
of the Executive Board. He or she shall not be a voting member
of the Executive Board, but shall act as a liaison between
the PA and the faculty/staff, provide the PA with general
updates at meetings, and assist the faculty and staff with
presentation of budget requests to the PA.
9. Immediate Past
President. The Immediate Past President will serve
in an advisory capacity, as needed, to the President. He or
she may attend monthly meetings, but will not have a vote.
Article IV. Elections
A. Elections and
Terms. Terms of Office are 12 months, commencing on
June 15th, and ending on June 14th of the following calendar
year. Officers shall be elected by the members of the PA at
the last General meeting of the school year, and may serve
successive terms, not to exceed three years. The election
of officers shall take place during the last General Membership
Meeting each year. All Members of the organization may participate
in the election. The Nominating Committee shall present a
slate of officers (as well as Booster Club Chair-elect, as
specified in Article V.2 below) for election. Further nominations
may be received from the floor. The election of the slate,
if non-contested, may be by voice vote, or show of hands with
the majority present and voting determining those elected.
Any contested election shall be by written ballot.
Nominating Committee.
The Nominating Committee (see Article V.1) shall be
responsible for receiving all suggestions for persons to serve
as officers. The committee shall prepare a slate of officers
to present for election by the membership. The committee shall
contact all persons who will be nominated to confirm their
willingness to serve.
B. Meetings.
1. Executive Board:
regular meetings of the Executive Board shall be held during
the year, the time to be established at the first meeting
of the year. Special meetings may be called by the President
or a majority of the Executive Board. Adequate notice of all
meetings shall be given to all members of the Executive Board
and, in the absence of an emergency, at least seven (7) days
in advance. Any member may attend a meeting of the Executive
Board, but shall not be entitled to vote.
2. Membership:
General membership meetings shall be held at least twice annually.
At the first General Membership meeting the budget for the
year shall be presented and approved. Elections for officer
positions shall be held at the last General Membership meeting.
Dates for each meeting will be published in the Parent Association
newsletter, and/or by the Collegiate e-news. The Executive
Board may call a special meeting at any time by giving the
officers at least seven (7) days prior notice.
3. Quorum and Manner of Acting:
a. Executive Board.
The Executive Board may act and transact its business
at any properly noticed meeting where one-half (1/2) of its
officers are present. The act of a majority of the officers
voting in person at a meeting at which a quorum is present
shall be the act of the Executive Board. The Executive Board
may also transact its business without a meeting, by written
authorization of such as by three-fourths (3/4) of the officers
comprising the Executive Board. Provided however, removal
of an officer shall require unanimous approval, as specified
below.
b. Membership.
The majority vote of those present and voting at any
properly noticed meeting of the general membership shall be
an act of the membership.
c. Proxies.
No proxy voting shall be recognized.
d. Resignation
and removal. Any Officer may resign from the Executive
Board at any time by giving written notice to the President
or Secretary. Officers may be removed from office only by
unanimous vote of the Executive Board.
e. Vacancies.
Any vacancy in office because of death, resignation, or inability
to serve, shall be filled by appointment of the Executive
Board for the remaining portion of the term. However, should
a vacancy occur in the office of the President, the President-elect
shall immediately assume the office. Should a vacancy occur
in the office of President-elect for any reason, the vacancy
shall be filled by election at the next regular meeting of
the membership, consistent with the procedures established
herein.
Article V. Standing and Special Committees
A. Nominating
Committee. The Nominating Committee shall be composed
of up to three (3) persons who shall be selected by the Executive
Board at the beginning of each year. In addition, the President-elect
shall be an ex-officio member of the committee. The committee
shall carry out its responsibilities, as specified in Article
IV, Elections, Section 2.
B. Booster Club
Standing Committee. The Booster Club shall be a Standing
Committee of the Parents Association. The purpose of the Booster
Club shall be to support the athletic program of the school.
The Chairperson of the Booster Club and Chairperson-elect
shall be elected by the membership at the last general Membership
meeting of the school year, as specified in Article IV: however,
only the Booster Club Chairperson shall be a voting member
of the Executive Board. The members of the Booster Club Standing
Committee shall be recruited and selected by the Booster Club
Chairperson. The Booster Club shall operate in accordance
with its policy statement, and shall report to the Executive
Board on all plans and activities, which must be approved
by the Executive Board.
C. Family Network
Committee. The Family Network Committee shall be a
Standing Committee of the Parents Association. The purpose
of the Family Network Committee shall be to support the families
of the school community and strengthen communication between
families and the school. The Chairperson of the Family Network
Committee shall be elected by the membership at the last General
Membership meeting of the school year, as specified in Article
IV. The Family Network Committee shall be responsible for
supervising the activities of a five member Parent Resolution
Team, which shall serve to assist with mediation of any parent/school
conflicts in the school community. The Family Network and
Parent Resolution Team shall operate in accordance with its
policy as approved by the Executive Board.
D. Other Standing
Committees: The Executive Board may establish and dissolve
such other Standing Committees as it deems necessary. The
President shall appoint the Chairpersons of all Standing Committees
(with the exception of the Booster Club and Family Network
Committee, as specified above), and may ask such Chairpersons
to serve as non-voting or advisory members of the Executive
Board. The Chairperson of each committee shall recruit the
members for his or her committee. The Chairperson shall report
the plans and activities of the committee to the Executive
Board for its approval.
E. Special Committees.
The President and/or the Executive Board may create Special
Committees. Special Committees shall be created for a specific
time and/or task and shall cease to exist when that time or
task has been completed, or is no longer needed. The President
shall appoint the Chairpersons of all Special Committees.
The Chairperson shall recruit the members for his or her committee.
The Chairperson shall report the plans and activities of the
committee to the Executive Committee for its approval.
Article VI. Finances
A. Budget. The
Executive Board shall present to the membership at the first
General Meeting of the year a budget of anticipated revenue
and expenses for the year. This budget shall be used to guide
the activities of the Executive Board during the year. Any
deviation from the budget of $500 or more for a single appropriation
must be approved in advance by the Executive Board.
B. Obligations.
The Executive Board may authorize any officer of officers
to enter into contracts or agreements for the purchase of
materials or services on behalf of the organization. The officers
shall not have the authority, however, to enter into such
agreements on behalf of Louisville Collegiate School.
C. Loans. No
loans shall be made by the organization to its officers or
members.
D. Commercial
Paper. All checks, drafts, or other orders for the
payment of money on behalf of the organization shall be signed
by the Treasurer or by any other person as authorized in writing
by the Executive Board. Payment for an expenditure of more
than $500 shall require the signature of two members of the
Executive Board.
E. The Treasurer
shall deposit all funds of the organization to the
credit of the organization in such banks, trust companies,
or other depositories as the Executive Board may select, and
shall make such disbursements as authorized by the Executive
Board in accordance with the budget adopted by the membership.
All deposits and/or disbursements shall be made within a maximum
of thirty (30) days from the receipts of the funds and/or
orders of payment.
F. Financial Report.
The Treasurer shall present a financial report at each
General Membership Meeting of the organization and shall prepare
a final report at the close of the year. The financial records
shall be subject to a professional, third party audit as part
of the annual audit of the School.
Article VII. Amendments.
These Bylaws may be altered, amended, or repealed and new
Bylaws may be adopted by the Executive Board, however such
act shall require a three-fourths (3/4) vote of all of the
members of the Executive Board, whether at a meeting or by
written approval.
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