MENDHAM TOWNSHIP HOME AND SCHOOL ASSOCIATION BY-LAWS
Article I Name
The name of the association is the Mendham Township Home and School Association Inc. (HSA).
Article II Objectives
SECTION 1.
A.To promote the welfare of the children within the Township of Mendham.
B.To bring a closer relationship between the home and the school, that parents, teachers and administrators may cooperate in the education of children within the Township of Mendham.
C.To develop between educators and the general public such united efforts as will ensure for all children the highest advantages in physical, mental and social education within the Township of Mendham.
SECTION 2.
The objectives of the association will be accomplished through HSA committee activities, services and programs, and are governed by the basic policies set forth in Article III.
Article III Basic Policies
A.The association shall be noncommercial, non-sectarian and non-partisan.
B.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 purpose not appropriately related to promotion of the objectives of the association.
C.The association shall not directly or indirectly participate or intervene in any way, including the publishing or distributing of statements, in any campaign on behalf of, or in opposition to, any candidate for public office, or devote more than an insubstantial part of its activities to attempting to influence legislation by propaganda or otherwise.
D.The association may cooperate with other organizations and agencies concerned with children’swell-being, but persons representing the association in such matters shall make no commitments that bind the association.
E.In the event of the dissolution of the association, its assets shall be distributed for one or more of the exempt purposes specified in Section 105@(3) of the Internal Revenue Code of 1954 as from time to time amended.
Article IV Membership and Dues
A.Membership in this association shall be made available to any resident of Mendham Township with a child in the Township school and any employee of the Mendham Township School District, who subscribes to the objectives and basic policies of the association, without regard to race, color, creed or national origin, under such rules and regulation not in conflict with the provisions of the by-laws.
B.Only members of the association may be eligible to vote in the business meetings or to serve in any of its elective or appointive positions.
C.Every individual who is a member of the association is entitled to the benefits of such membership.
D.The association shall conduct an annual enrollment of members, but members may be admitted to membership at any time.
E.Each member of the association shall pay annual dues in an amount to be fixed by the Executive Board.
Article V Executive Board Officers and Trustees
SECTION 1.
A.The Executive Board of the association shall consist of a minimum of six (6) elected officers and one ex-officio to maintain an odd number of voting members. The Board may also appoint Trustees with no voting privileges.
B.Each officer and trustee of this association shall be a member of the association.
C.Regular meetings of the executive board shall be held during the year, the dates to be fixed by the board at its first meeting of the year along with the dates of the general membership meetings, for the purpose of: (a) conducting the necessary business in the intervals between the general membership meetings and such other business as may be referred to it by the association; (b) to create standing and special committees; (c) to ready reports for the general membership meetings; (d) to review the budget for presentation to the membership.
D.Only those persons who have signified their consent to serve shall be nominated for, or elected to such office.
E.Nominees will be published in the HSAweekly E-mail news.
SECTION 2. Vacancies.
A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the Executive Board. In the case of a vacancy in the office of the President, the Co-President shall finish the term solely or a new Co-President shall be elected by a majority vote of the Executive Board. In the event that the presidency is completely vacant a vice-president shall serve notice of the election.
Article VI Duties of Executive Board Officers and Trustees
SECTION I. President (s)
A.The President(s) shall preside at all meetings of the association and of theExecutive Board;
shall perform such other duties as may be prescribed by these by-laws and shall coordinate
the work of the officers and committees of the association in order that the objectives
may be promoted.
B.The President(s) shall assist the Treasurer in the development of the budget and be authorized to make payments and purchases from the association funds in the absence or incapacity of the Treasurer.
C.The President(s) ensures that each committee has a chairperson or co-chairpersons and shall contact each chairperson at the end of each year to determine if they will continue for the following year and report to the incoming president those positions that need to be filled.
D.The President (s) shall call a meeting of all incoming and outgoing officers to be held during the May Board Meeting to review end of year reports, to pass on all documentation and to discuss current and future plans in order to ensure continuity in the association. The President(s) will meet with the Treasurer to review end of year reports and draft the next year's budget.
E.At the conclusion of their term, the President(s) can become the ex-officio withvoting privileges.
SECTION 2. Vice-presidents
A.The Vice-Presidents shall act as an aide to the President(s); and shall assume other duties delegated by the President(s).
SECTION 3. Recording Secretary
The Recording Secretary shall record minutes of all meetings of the association for distribution, manage calendars, create and distribute meeting agendas, and perform other duties as designated by the President(s).
SECTION 4. Officers and their election.
A.The officers of the association shall consist of President(s), Vice – President(s), a Recording Secretary, a Communications Secretary and a Treasurer. All positions can be shared as co-officers.
B.Officers shall be elected by ballot annually in the month of May. However, if there is only one nominee for any office, election for that office may be by voice vote.
C.Officers shall be elected for a term of two (2) years on a rotating basis.
D.Officers shall assume their official duties following the close of school and shall serve a term of two (2) years or until their successors are elected; except in the case of the Treasurer as indicated in Article 6, Section 8E.
E.No person shall serve more than two (2) consecutive terms in the same office. Officers will be eligible to serve again in the same capacity at the expiration of the first term or if there is a resignation.
SECTION 5. Trustees
A.Trustees shall be former officers or committee chairpersons and shall act as advisors to the executive board.
B.Trustees shall be appointed by the executive board.
C.Trustees shall assume their official duties following the close of school and shall serve until their successors are appointed.
SECTION 6. Communications Secretary
A.The Communications Secretary shall conduct the correspondence of the association as directed by the President, the executive board or the association, collect and distribute mail and shall perform such other duties as may be delegated by the president(s).
B.The Communications Secretary shall solicit news from chairpersons in order to publish weekly email news.
C.The Communications Secretary shall be responsible for updating and maintaining the Home and School Association (HSA) portion of the district's website.
SECTION 7. Treasurer
A.The Treasurer shall have custody of all the funds of the association; shall develop a budget proposal for the first general meeting, shall keep a full and accurate account of receipts and expenditures; and in accordance with the budget adopted by the association, shall make disbursements as authorized by the President(s), executive board, or the association.
B.The Treasurer shall present a financial statement of the association when requested by the executive board and make a full report three times a year and upon request at the membership meetings, at which officers receive documentation or view on-line monthly.
C.The Treasurer's accounts shall be examined annually by a Certified Public Accountant who, satisfied that the treasurer's annual report is correct, shallsign a statement to that fact at the end of the report.
D.The Treasurer shall verify expenditures made by the President(s) under Article VI, Section 1 B.
E.The Treasurer shall continue to work in cooperation with the newly elected Treasurer to close out accounts as long as deemed necessary, but not later than July 31.
F.The Treasurer will be responsible for preparing all tax related documentation for the year in which they were the acting Treasurer. They will also be responsible for submitting that documentation to the tax preparer no later than September 30th, following the year-end close. They will work closely with the current Treasurer to ensure there is a complete understanding of what is being submitted to the tax preparer.
G. In the case of the absence or incapacity of the Treasurer, the President(s) shall assume these duties.
SECTION 8. All Officers
A.Perform the duties prescribed in these by-laws and those assigned by the President (s).
B.Attend the meeting with all incoming officers in May as described in Article VI, Section 1D.
SECTION 9. Ex-Officio
The Ex-Officio serves as an active member of the Executive Board with votingprivileges.
SECTION 10. Trustees
Trustees shall act as advisors to the executive board with no voting privileges.
Article VII Meetings
SECTION 1
A.At least three (3) general membership meetings of the association shall be held. Other meetings may be held at the discretion of the executive board and five(5) days notice shall be given of the date of any meeting.
B.Fifteen(15) members must be present at any meeting in order to make the proceedings of that meeting valid.
SECTION 2.
Special meetings of the association may be called by the President(s) or a majorityof the executive
board,two(2) days notice having been given.
Article VIII Standing and Special Committees and their Chairpersons
SECTION 1.
The President(s) shall be a member ex-officio of all committees.
SECTION 2.
A.All committees may, from time to time, be required to promote the objectives and interests of the association. The chairperson(s) of these committees shall be selected by the executive board.
B.The chairperson(s) of each standing committee shall present a plan of work to the executive board or president(s) for approval.
C.The power to form special committees and appoint their chairpersons rests with the executive board.
SECTION 3.
A.Committee chairpersons shall submit for reimbursements all receipts of the committee and its members to the Treasurer within 60 days of the activity.
B.The chairpersons shall deliver to the officers an end of the year report and completed files (consisting of job description for chairperson/committee, month by month activity breakdown, committee budget and all forms) following the end of the term or committee activity.
C.Committee chairperson shall be strongly encouraged to attend all HSA meetingsfor the purpose of dissemination of information.
Article IX Fiscal Year
The fiscal year of the association shall begin and end September 1.
Article X Parliamentary Authority
Roberts Rules of Order, Newly Revised shall govern the association in all cases
in which they are applicable and in which they are not in conflict with these by-laws.
Article XI Amendments
A.These by-laws may be amended by the executive board and voted upon at
any general membership meeting of the association by a two-thirds vote of the members present and voting, provided that notice of the proposed amendments or revision shall have been given prior to the meeting at which it is voted upon.
B.The by-laws shall be reviewed every two years by the executive board for clarity and content and dated as such.
C.Requirements for the adoption of a revised set of by-laws to replace the existing by-laws shall be the same as in the case of an amendment.
D. By-laws shall be available for public review on the Mendham Township School’s website.
THESE BY-LAWS HAVE BEEN UPDATED, SEVERAL REVISIONS WERE MADE AND APPROVED BY THE BOARD IN NOVEMBER 2017. THE CHANGES WERE ACCEPTED BY THE GENERAL MEMBERSHIP IN A UNANIMOUS VOTE (JANUARY 2018), THEY WILL REPLACE THE EXISTING BY-LAWS.
Mendham Township Home and School Association Executive Board 2017-2018.