MAPLE HILL COMMUNITY CLUB BYLAWS
REVISED 1994
ARTICLE I - ORGANIZATION
The name of this organization shall be the Maple Hill Elementary School Community Club (also known as Maple Hill Community Club - MHCC). The Maple Hill Community Club is established and operates as a branch of the Walnut Unified School District Community Clubs Coordinating Council. Bylaws of this club shall be consistent with those of said council.
ARTICLE II - PURPOSE
Section 1. The purpose of this organization shall be to promote child welfare in the home, school and community and to bring into close relationship the home and the school. The organization shall work to provide educational enrichment and increased childhood opportunities.
Section 2. This club, MHCC, a nonprofit organization, is organized solely for educational and child welfare purposes. No part of the club monies shall go to any individual, officer or member for their services.
Section 3. This club, MHCC, is organized and operated for nonprofit purposes within the meaning of Section 501 (c) (3) of the Internal Revenue Code. No substantial part of the activities of this organization shall consist of carrying on propaganda, or otherwise attempting to influence legislation, and the organization shall not participate or intervene in any political campaign (including the publishing or distribution of statements) on behalf of any candidate for public office.
ARTICLE III - MEMBERSHIP
Section 1. The MHCC shall be composed of all parents/guardians and individual members who exhibit interest in furthering the purposes listed in Article II.
Section 2. By a majority vote of the Board of Directors, MHCC may conduct a membership drive and collect membership dues.
Section 3. The membership year shall be from October 1 through September 30.
ARTICLE IV - GOVERNMENT
Section 1. The governing power of the club shall be vested in the Board of Directors consisting of the elected officers, Parliamentarian, chairpersons of standing committees, the Principal (or appointed representative) and a teacher representative. Each Board member, the Principal (or appointed representative) and the teacher representative shall receive one vote.
Section 2. The elected officers of this organization shall be the President, First Vice President, Second Vice President, Secretary, and Treasurer. These elected officers along with the Parliamentarian shall constitute the "Executive Board.”
Section 3. The Parliamentarian shall be appointed by the President and ratified by the Executive Board.
Section 4. The chairpersons of standing committees shall be appointed by the President and ratified by the Executive Board.
Section 5. In any year in which dues are collected, all members of the Board of Directors must be dues-paid members of the MHCC, and in any such year, all references in this document to "member” will be deemed to mean "dues-paid member".
Section 6. The Board of Directors' terms of office shall be from July 1 to June 30.
Section 7. There shall be such committees created by the Executive Board as may be required to carry on the work of the MHCC.
Section 8. All club action shall be authorized by a majority vote of the Board of Directors present at a regularly scheduled or specially-called Board meeting, provided a quorum (see Article VII Section 5) is present. In emergency situations, where a quorum of the Board cannot meet, the Executive Board is given the power to authorize club action. The general membership is eligible to vote, introduce or second motions only at general meetings.
Section 9. The Board of Directors shall have the power to authorize payment of all routine expenditures and may authorize any required purchase.
Section 10. At the beginning of each term of office of the Board of Directors, there shall be a review of all MHCC Official Policies. By a majority vote of the Board of Directors MHCC Official Policies shall be adopted on an annual basis.
Section 11. At the beginning of the school term, the Executive Board will prepare and present a MHCC Plan of Action to the Board of Directors for approval. This plan shall include a budget, calendar and the year's goals. The Plan of Action shall be reviewed periodically throughout the school year.
Section 12. The MHCC may, by a two-thirds roll-call vote of the Board of Directors, enter into agreements with other community clubs or groups, provided that, the children in Maple Hill are actively participating in that specific function or activity.
Section 13. Upon the dissolution of this organization, its assets remaining after payment or provision for payment, of all debts and liabilities of this organization shall be distributed to a nonprofit fund, foundation or corporation which is organized and operated exclusively for social welfare purposes and which has established its tax exempt status under Section 501(c) (3) of the Internal Revenue Code.
ARTICLE V - DUTIES OF EXECUTIVE BOARD
Section l. The President shall preside at all general meetings of the MHCC and monthly meetings of the Board of Directors. He/she shall be an ex-officio member of all committees, except the nominating committee, and shall appoint the chairpersons of committees subject to ratification by the Executive Board. He/she may call a meeting of the Board of Directors at any time deemed necessary, with forty-eight (48) hours notice. He/she shall be a member of the Walnut Unified School District community Clubs Coordinating council. He/she is responsible for providing the District a current list of MHCC Board of Directors. He/she shall ensure that all government reports are properly submitted by the Treasurer. He/she is responsible for the fulfillment of duties of all chairmanships.
Section 2. The First Vice President shall serve in the absence of the President and as an aid to the President. He/she shall be the liaison between the MHCC and the Community Club Coordinating Council and attend the monthly meetings. He/she shall coordinate the MHCC membership drive (if applicable), prepare the MHCC directory and calendar and (if applicable) maintain current membership lists. He/she shall fill any unexpired term of the President.
Section 3. The Second Vice President shall be the Fund Raising Chairperson. He/she shall be responsible for planning, coordinating and implementing all fund-raising events. He/she shall serve in the absence of the President and the First Vice President.
Section 4. The Secretary shall keep an accurate record of all meetings and distribute copies of the minutes to all Board members prior to the next meeting. He/she shall take roll at each meeting and maintain a record of attendance. He/she shall write all necessary correspondence for the MHCC.
Section 5. The Treasurer shall keep all financial records of the MHCC. He/she shall receive and deposit all money in the name of the MHCC in a Board approved bank and pay all bills approved by the Board as per the Board approved budget. He/she shall give a financial report at each monthly meeting. He/she shall see that the records are reviewed annually by a certified public accountant.
The Treasurer shall prepare a preliminary annual budget for the August meeting, and present it to the Board of Directors for approval at the September meeting. This approved budget shall be reviewed in January.
The Treasurer shall secure two signatories for withdrawals and checks. The authorized signatories shall be the President, First Vice President, and Treasurer.
The Treasurer shall report annually to the School District an itemized list of gifts for use at Maple Hill Elementary School.
The Treasurer shall be responsible for filling out and forwarding all necessary state, federal and charitable trust forms required by government agencies.
Section 6. The Parliamentarian shall be advisor to the President and MHCC on points of
Parliamentary Law and shall compile all proposed changes to the bylaws. He/she shall maintain order and conduct of business at hand at all MHCC meetings. The Parliamentarian is a non-elected member of the Executive Board. He/she shall keep a complete record of the bylaws and the adopted MHCC Official Policies. He/she shall be a member of the Nominating Committee and shall act as chairperson. He/she shall oversee the election process. In the event that the Parliamentarian is nominated for an executive office, the Executive Board shall appoint another person to serve as election chairman to oversee the election process. This person shall have served at least one year on the MHCC Board.
Section 7. It shall be the duty of each officer and chairperson upon the expiration of his/her term of office, or in case of resignation, to give to the President without delay, all records, books, funds or other materials pertaining to his/her office.
ARTICLE VI - ELECTIONS
Section 1. All members, who have been MHCC members for a minimum of two weeks prior to elections, are eligible to vote.
Section 2. A nominating committee consisting of four members and a faculty representative shall be appointed by the President at the March meeting.
Section 3. The nominating committee shall present a slate of eligible candidates at the April meeting for offices of President, First Vice President, Second Vice President, Secretary and Treasurer. Nominations must be accepted by the nominee before being presented as a candidate for office. Nominations may be made from the floor, providing the nominee is present and his/her consent has been given. The election slate is then composed of all eligible members running for the office of their choice. ·
Section 4. The privilege of holding an elected office shall be limited to members of the MHCC who have been members for at least thirty (30) days prior to nomination.
Section 5. Any nominee for President of the MHCC must have served at least one (1) year as a member of the MHCC Board of Directors.
Section 6. Elections shall be held on specified date(s) in May. Officers shall be elected by a majority of the votes of members. Specific election procedures will be determined by Board action at the March meeting.
Section 7. In the event there is only one nomination for each elected position, a hand vote may be taken in place of written ballots upon agreement by a majority of the board.
Section 8. In a ballot election, ballots will be counted immediately after the election by four impartial MHCC members and one teacher representative appointed by the Parliamentarian or other election chairman. Candidates will be notified privately of the election results the night or the election.
Section 9. Any office not filled at elections or any vacated position will be filled by the new administration with approval of the Board of Directors following the procedures in Robert's Rules of Order.
Section 10. Elected officers shall serve for one (1) year from July 1 to June 30. No person shall hold the same elected office for more than two (2) consecutive years unless the office cannot otherwise be filled. A person who has served in an office for more than six (6) months of a full term shall be deemed to have served a full term in such office.
ARTICLE VII - MEETINGS
Section 1. Regular Board of Director meetings shall be held monthly, the date being determined by its members.
Section 2. The general membership is invited to attend and encouraged to participate at the regular monthly meetings of the Board of Directors.
Section3. General meetings shall be held in October, January and May.
Section 4. The President may call a special meeting of either the Board of Directors or the general membership when deemed necessary with forty-eight (48) hours notice.
Section 5. A quorum consisting of at least a majority of the Board of Directors must be present in order to conduct official business. In case of emergency, the Executive Board may be called for ratification.
Section 6. Items needing attention by the Board of Directors should be submitted to the President prior to the commencement of the meeting.
Section 7. There will be no disbursement of the MHCC's funds without proper voting approval by the Board of Directors. This may be done by telephone in an emergency (see Article IV Section 8).
Section 8. Nonattendance of a member of the Board of Directors for three consecutive meetings without prior notification or nonperformance of their responsibilities shall constitute a vacancy. They may be excused by a two-thirds (2/3) vote of the Board. Written notification of resignation is to be requested by the President.
Section 9. A special meeting of the membership may be called at any time by written request of not less than twenty-five (25) percent of the members entitled to vote, delivered to the Secretary or, in his/her absence, to any of the Directors at least fifteen (15) days before the date of said meeting.
ARTICLE VIII – RULES OF ORDER
This club shall be governed by Robert’s Rules of Order, Newly Revised, unless otherwise provided for in these bylaws.
ARTICLE IX – ORDER OF BUSINESS
The following is the recommended order of business:
1. Call to order
2. Roll call
3. Minutes
4. Correspondence
5. Treasurer's Report
6. Teacher's Representative Report
7. Old Business
8. Principal's Report
9. Chairperson's Report
10. New Business
11. Announcements
12. Adjournment
ARTICLE X - AMENDMENTS
Amendments to these bylaws may be proposed by a bylaws committee. These bylaw amendments will be accepted, modified or rejected at Board Meeting and approved by a majority of the votes at the next general meetings.
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