GSHSA Bylaws

GWYNEDD SQUARE HOME & SCHOOL ASSOCIATION BY-LAWS - Revised 3/2017

(Downloadable Copy)


ARTICLE I: NAME


The Name of this Association shall be Gwynedd Square Home and School Association or H & S. Hereafter referred to as the "Association".


The Association is a chapter of the North Penn School District Coordinating Council, Inc., established pursuant to the Pennsylvania Non-Profit Corporation Law, Section 5511. To the extent the provisions of this chapter's bylaws conflict with the dissolution, purpose, or financial reporting requirements set forth in Coordinating Council's bylaws, the provisions of the Coordinating Council bylaws will prevail.


ARTICLE II: OBJECTIVES


The objectives of the Association shall be as follows:


1. To promote the welfare of children in the home, school and community.


2. To foster a closer relationship between the home and school so that families, faculty, staff and administrators may cooperate intelligently in the educational development of the children.


3. To raise funds for educational enrichment and other items deemed by its members to be beneficial to the school and/or its students beyond those provided by the North Penn School District.


4. To strive for total communication between administration, faculty, staff, families and students.


ARTICLE III: BASIC POLICIES


1. The said organization is organized exclusively for charitable, religious, educational, and scientific purposes, including for such purposes, the making of distributions to organization that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code.


2. No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the purpose clause hereof. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Not withstanding any other provision of this document, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or (b) by an organization, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or corresponding section of any future federal tax code.


3. Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.


4. The Association shall carry out the objectives set forth in Article II and shall be developed through meetings, committees and projects.


5. This Association shall be noncommercial, nonsectarian and nonpartisan. It shall not endorse a commercial enterprise or a candidate. The name of the Association or the names of any members in their official capacities shall not be used in any connection with a commercial concern or with any partisan interest or for any other purpose than the regular Association business.


6. This Association shall seek neither to direct the administration or activities of the school nor to control its policies.


7. This Association may cooperate with other organizations and agencies active in child welfare, such as conference groups or coordinating councils, providing its representative makes no commitments that bind that group without its consent.


8. In the event of the dissolution of the Association, no part of the assets of the Association will inure to the benefit of any member, but will be distributed to organizations described in section170(c) of the Internal Revenue Code, or corresponding section of any future federal tax code.


9. The Association will have a balanced budget with no less than $10,000 carried over from the prior fiscal year to the new fiscal year.


10. The fiscal year shall begin July 1st and end June 30th.


ARTICLE IV: MEMBERSHIP AND DUES


1. Membership in the Association shall be open at any time to any parent, guardian, or faculty associated with Gwynedd Square Elementary School.


2. Membership shall run from the beginning of the calendar school year for one school year.


3. There will be one vote per adult member. A member must be present at the meeting to vote. There will be no absentee voting.


4. The annual dues will be set by the Executive Board at the May Budget Meeting.


ARTICLE V: FINANCE


1. The annual budget of estimated income and expenses shall be prepared by the current Executive Board and put forth for an approval vote at the May Association meeting.


2. The approved budget shall be made public to all parents at the start of the school year, and at the first Association meeting of the school year.


3. Changes in the budget throughout the fiscal year must be approved by the general membership at an Association meeting.


4. Requests for funds that are not included in the approved budget and are less than $1000 will be considered by the Executive Board for approval.


5. Requests for funds that are not included in the approved budget and are $1000 or more will be put forth for an approval vote at an Association meeting, before funds can be released.


6. Checks can only be signed after being made "Payable To" a certain party. Two signatures are required on every check.


ARTICLE VI: EXECUTIVE BOARD


1. The Executive Board shall consist of a President or Co-Presidents, Vice President - Social Events, and/or Vice President - Fundraising, Treasurer or Co-Treasurers and Secretary.


2. Officers shall be elected at the last scheduled Association meeting prior to the end of the school year.


3. Each elected officer will assume their duties at the conclusion of the school year with the exception of the Treasurer, whose term will coincide with the fiscal year (see Article III, section 10) and each shall serve a term of suggested three years.


4. No Executive Board member shall be eligible for the same position for more than three consecutive years, unless unopposed.


5. Vacancies will be handled as follows:


A. If a vacancy occurs in the office of the President, the remaining Co-President shall fulfill the office of the President. If there is only one President, then one of the Vice Presidents shall fill the position until the end of the term.


B. All other vacancies in the Executive Board shall be filled by appointment of the Executive Board with the approval of the general membership for the remainder of the term.


6. A special meeting of the Executive Board may be called by any of the members of the Executive Board.


7. The guidelines of the Executive Board shall be:


A. To transact business between Association meetings. The Executive Board will meet each month to plan the agenda for the Association meeting.


B. To assign an Executive Board member to function as an oversight to each standing committee. Oversights will support committee chairpersons, keep informed of committee actions and intentions and to give reports at Executive Board meetings, if needed.


C. To ensure that chairpersons are appointed for all standing committees.


D. To approve unbudgeted expenditures, not to exceed $1000 per item.


E. To set the time and date of Association meetings for the fiscal year.


F. To complete the calendar for the following year.


G. To prepare an annual budget of estimated income and expenses for the upcoming year.


H. Appoint Special Committees.


8. No Executive Board member shall chair a committee unless no one else can be found to volunteer.


ARTICLE VII: EXECUTIVE BOARD OFFICERS AND THEIR DUTIES


1. The office of the President must be filled by member who has served at least one year on the Executive Board.


2. The guidelines of the officers:


A. President/Co-Presidents


1. Preside over all Association meetings.


2. Conduct monthly Executive Board meetings.


3. Prepares agendas for Executive Board and Association meetings.


4. Maintain contact with Executive Board members to ensure that events run smoothly.


5. Co-signs checks with the Treasurer.


6. Maintain bylaws.


7. Meet with the Principal as needed.


8. Represent the Association at official functions and Presidents meetings or appoint a representative.


9. In conjunction with the Executive Board and Principal, prepare a calendar of events for upcoming year to be submitted to the District.


10. Serve as a primary liaison with the North Penn School District Administrators.


11. Create/Maintain the H&S email account and distribution list.


12. Perform all other duties usually pertaining to that office.


B. Vice President - Social Events


1. Act as an aide to the President/Co-Presidents.


2. Coordinate committee chairpersons and provide them with the details and procedures of their committee, the Association, school, and district policies.


3. Oversee and assist Chairpersons responsible for social events.


4. Maintain file of social event committee folders/binders and current volunteer lists.


5. Obtain updated reports from Committee Chairpersons from previous and upcoming events. Retrieve event files and current reports for files from chairpersons.


6. In conjunction with Executive Board, prepare preliminary Calendar of Events and present to membership for approval at April's meeting.


7. Perform all other duties pertaining to the office.


C. Vice President - Fundraising


1. Act as an aide to the President/Co-Presidents.


2. Coordinate committee chairpersons and provide them with the details and procedures of their committee, the Association, school, and district policies.


3. Oversee and assist Chairpersons responsible for fundraising events.


4. Prepare and submit all District forms for Fundraising.


5. Form committee and prepare Fundraising plan for next fiscal year. Present to membership for approval at April's meeting.


6. Maintain file of fundraising committee folders/binders and current volunteer lists.


7. Perform all other duties pertaining to the office.


D. Secretary


1. Record the minutes of all meetings of the Association and Executive Board.


2. Provide Board and membership with a copy of the minutes for modification and approval. Approved minutes should be made public to parents.


3. Forward the approved copy of the preceding month's minutes to the webmaster to post on Associations website and include the date and time of the next meeting.


4. Maintain and keep all records of meeting minutes pertaining to the Association.


5. Maintain a copy of the Association's by-laws.


6. Responsible for the purchase and delivery of gifts, cards, etc, as outlined and as approved by the executive board.


7. Perform all other duties pertaining to the office.


E. Treasurer


1. Receive all monies of the Association


2. Keep a full and accurate record of all receipts, bank accounts, and expenditures.


3. Pay out funds in accordance with the approved policies and budget of the Association.


4. Pay out non-budgeted expenditures as approved by the Executive Board and in accordance to the by-laws.


5. Present a Treasurer's report at every Association meeting and whenever requested by the Executive Board.


6. Prepare bi-yearly reports as required by chapter membership of the North Penn Coordinating Council.


7. Prepare a "Year-to-Date" report to present at the last scheduled Association meeting.


8. Preside over the annual budget meeting with Executive Board at the annual budget meeting held in April.


9. Present proposed budget for the upcoming fiscal year for approval by the General Membership at the last meeting of the year.


10. Have all checks co-signed by the President/Co-President.


11. Remove monies and invoices from the Association's mailbox in a timely manner.


12. Attend Treasurer's meetings.


13. Perform all other duties pertaining to the office.


F. Co-Treasurer


1. Provide a cash box when necessary for a committee or event.


2. Be responsible for depositing in the Association's bank account, monies collected from events in a timely manner.


3. Be responsible for providing committee chairs with procedures for the use of the Association cash box.


4. When secretary is unable to attend an Association Meeting, take minutes and distribute minutes to the appropriate parties.


5. Perform all other duties pertaining to the office.


ARTICLE VIII: ELECTION OF OFFICERS


1. Election


A. The election of officers will take place immediately following nominations at the May meeting.


B. If only one nominee is present for an office, the Secretary shall be instructed to cast a unanimous vote for the nominee.


C. If there is more than one nominee for an office, the election will be held by secret ballot. In this case, an announcement shall be sent out to all Association members at least one week prior to the election with a brief note from each nominee detailing their intent and qualifications. The election will take place at the May meeting and votes will be tallied within 24 hours of the election. The committee will post the results within three days. A communication will be sent to all parents notifying them of the results of the election.


2. Installation


A. The elected officers shall be installed by the outgoing officers and assume their duties at the conclusion of the school year, with the exception of the Treasurer whose term will coincide with the fiscal year (see Article III, section 10).


ARTICLE IX: MEETINGS


1. Executive Board Meetings


A. Executive Board meetings shall be held monthly prior to the general membership meeting. The agenda for the Association meeting shall be set. All duties of the Executive Board shall be fulfilled.


B. A majority of the Executive Board shall constitute a quorum.


C. The Secretary shall take minutes of the Executive sessions.


D. Special meeting of the Executive Board may be called by the President, upon notification of all Executive Board members.


2. Association Meetings


A. General membership meetings will be held from September through May as indicated by the Executive Board.


B. Each adult member of the Association in attendance at an Association meeting represents one vote. The Executive Board, with the exception of the President is eligible to vote. The President will cast the deciding vote in the event of a tie. If there are Co- Presidents, the Co-Presidents will alternate voting power.


C. All votes shall be taken by secret ballot and tallied and reported by the Secretary.


D. A quorum shall consist of a majority of Association members in attendance at a given meeting.


E. Unless otherwise specified, Robert's Rules of Order will govern the proceedings of the meeting.


ARTICLE X: PROCEDURES


1. General


A. The Principal must approve any activity planned by the Association.


B. Any communications that are sent by the Association to the general student body must have prior approval of the President or Vice-President responsible for the committee sending the communication and the Principal.


C. Any funds requested of the Association by the Principal must first be presented in Executive Session.


2. Money Handling & Collection


  1. Event and fundraising chairpersons are accountable for familiarizing themselves with the published 1) money collection guidelines, 2) cash box guidelines, 3) money counting procedures, and 4) reimbursement/ check request procedures, and for adhering to these guidelines and procedures at all times. The Association Treasurer/ Co-Treasurer should be contacted with any questions.

1. Monies collected for activities in the office, shall only be retrieved by chair, co-chair or board member.


2. No student may be responsible for transportation of association funds.


  1. General Money Handling Guidelines & Information

1. A paper/electronic trail with receipts and written record of cash and/ or check transactions/ collections is required.


2. A detailed record of name, check #, and check or cash amount is to be kept by the volunteer(s) collecting checks/ cash, and a copy provided to the Association Treasurer/ Co-Treasurer when the monies are transferred.


3. Prior to an event, a cash box is to be requested from the Association Treasurer/Co-Treasurer as per the Cash Box Guidelines and a minimal number of cash boxes/cash collection points shall be established for an event or fundraiser.


4. Two people, and no more than three, are required to oversee each cash box at an event. The cash boxes shall not be left unattended or without direct supervision at all times.


5. For events/ fundraisers in which cash/ check donations or fees are collected in advance of the event/ fundraiser, the monies collected is required to be regularly transferred (i.e., shall not be accumulated/ held for more than five days) to the Association Treasurer/ Co-Treasurer for bank deposit (i.e., in some cases, multiple deposits to the Treasurer/ Co-Treasurer may be required).


6. Monies collected prior to an event/ fundraiser shall not be used to establish a cash box needed for an event, and all cash box requests needs to be made to the Treasurer/ Co-Treasurer ~1 week prior to the event, as per the cash box guidelines.


7. Monies (i.e., cash) shall not be used to purchase supplies for an event. The money is to be transferred to the Association Treasurer/Co-Treasurer for deposit, and reimbursement for supplies purchases be handled by following the check request/ reimbursement guidelines.


8. At the conclusion of an event or fundraiser, the money collection guidelines needs to be followed for transfer of money to the Association Treasurer/ Co-Treasurer.


9. For monies collected at an event, the cash box contents is required to be reconciled on the premises by the chair of the event/ for that portion of the event, and verified by a member of the Executive Board, before the Association Treasurer/ Co-Treasurer accepts the cash box for deposit. Monies collected can only leave the premises of an event in the possession of a Home & School Executive Board Member or Chair.


10. For events in which large amounts of money may be collected, an Executive Board Member is required to make an interim count/ collection of cash box contents, and maintain these in a locked container/ bank bag in their possession throughout the event.


ARTICLE XI: COMMITTEES


1. All chairpersons and committee members shall be obtained on a volunteer basis from the general membership.


2. Any committee may be chaired by more than one person.


3. The Chairperson shall keep an organized file of all information related to the committee. The Chairperson shall deliver to their successor all files related to the committee.


4. The chairperson will be informed of the committee's budget. There is a budget assigned to each committee not expected to earn a profit. This budget will be set at an amount appropriate to the customary expenses of the committee. A committee must make a request for additional funds. The Executive Board can approve or deny any request for additional funds up to two hundred dollars ($200).


5. The Executive Board reserves the right to cancel any event due to lack of sufficient participation or volunteers to support the event.


ARTICLE XII: BYLAW AMENDMENTS AND REVISIONS


1. The bylaws may be amended when new amendments are proposed and submitted to the Executive Board in writing.


2. After review and approval by the Executive Board, the proposed amendment(s) will be presented at the Association meeting, for review by the general membership.


3. A majority vote of members present shall be needed to approve the amendment(s).


4. These bylaws shall be reviewed every two years and submitted to Coordinating Council upon approval.


Adoption of Bylaws: 1991


Amended: March 2017


Accepted by: Denise Hull, Gabi Romero, Gabi Nolek, Jen Ely, Danielle Wills and Marci McGee.