Berkeley Home and School Association
Constitution
Article I
Name and Purposes
Section 1
The name of the organization shall be: The Berkeley Home and School Association hereinafter called the “Association”.
Section 2
The purposes of the Association are:
a. To promote the welfare of the children and to ensure home and school relationship.
b. To assist with the development of Berkeley School and to cooperate with the Home and School Council of Bloomfield.
Article II
Membership
Section 1
Any parent or legal guardian with a child enrolled in Berkeley School, or any staff member interested in the welfare of the children, may become an active and voting member upon the payment of dues. Additionally, members of the community interested in membership shall be considered based on their knowledge and expertise and by their commitment to the aims of the Association and the betterment of Berkeley School.
Section 2
The Membership Committee shall keep a complete record of names and contact information of members. These names shall not be used for commercial purposes.
Section3
Association dues shall be collected annually from each family or staff member. Dues will be reviewed annually and collected accordingly.
Section 4
Association dues, and any charges, admissions, or money collected through special projects shall be deposited in the Association’s treasury.
Article III
Officers
Section 1
The officers of the Association shall be President, Vice President(s), Secretary, and Treasurer.
Section 2
Nomination of Officers: At the January meeting the President, with the approval of 2/3 of the Executive Board members in attendance, will select five (5) Association Members to the Nominating Committee. The committee will consist of three (3) members from the Executive Board and two (2) members from the general membership. The chairman of the Nominating Committee shall be designated by the President. Upon appointment of the Nominating Committee, any Executive Board member who desires candidacy to one of the positions of officer should notify the committee, in writing, of their intent no later than January 30 th . For the Office of President, the committee shall give first consideration to those Board Members having served at least two (2) years on the Executive Board. If no eligible candidate desires the position, consideration will be given to the remaining Executive Board members and lastly, to the general membership. With the consent of the nominees, candidates for each office shall be formally presented to the Executive Board at the March board meeting, and upon Board approval, be presented to the membership at the spring general meeting. Additional nominations may be made from the floor and if necessary, at that time a vote will be taken. The slate of officers will be presented to the membership and a unanimous ballot will be cast by the secretary to elect the slate of officers.
Section 3
The elected Association officers shall assume their duties at the June Executive Board Meeting, for a term of one year, and shall serve no more than two (2) consecutive terms. However, if no eligible candidate is found, the term can be extended by 2/3 majority vote of the Executive Board.
Section 4
Any vacancy of an officer during the term of office shall be filled by a member of the Executive Board as appointed temporarily by the President until election of new officers.
Section 5
Duties of Officers:
a. President shall superintend the workings of the Association and of the Executive Board, and shall be ex-officio of all committees except the Nominating Committee. President shall appoint special committees and shall perform all other duties usually pertaining to this office.
b. Vice President(s) shall preside in the absence of the President and shall act as aid to the President and conduct activities relating to the Association as may be assigned. Vice President(s) shall also hold a Chairperson position for a Permanent Committee.
c. Secretary shall keep active records and minutes of all meetings of the Association and of the Executive Board. All Executive Board members shall receive minutes of the previous meeting and notification of the meeting will be sent to the Board members, principal and custodian. Secretary shall act as custodian of all records except those specifically assigned to others and shall preside over meetings in the absence of the President and Vice President(s) until a chairperson pro-term is elected.
d. Treasurer shall receive all monies of the Association and make all payments as authorized by the Executive Board or the Association. Treasurer shall keep and render accurate account of receipts and disbursements and shall present statement of account at every meeting of the Association and the Executive Board. The Treasurer, with the President and other appointed Executive Board members, shall compile a budget for the upcoming school year and present same at the May meeting. All checks of the upcoming Association are to be signed by the Treasurer and President or any other officer in the absence of either. The Treasurer shall submit the books, records and accounts for annual auditing by an accountant. Audit findings shall be presented to the Executive Board by the Treasurer upon receipt.
Article IV
Removal of Officers of the Executive Board; Elected/Appointed
Section 1
Elected Officer. If, for any reason, it is felt that an elected officer is not fulfilling the duties of, or is abusing, the responsibilities of the office, that person may be removed by a ¾ vote of the remaining Board.
Section 2
Appointed Member. If, for any reason, it is felt that an appointed member is not fulfilling the duties of, or is abusing, the position, that person may be removed by a 2/3 vote of the remaining Board.
Article V
Permanent Committees
Section 1
Association activities shall be centered in permanent committees, the chairperson of which shall be appointed by the Association President with a majority vote from the Executive Board. Any board position vacated at any time will be open to the general membership via a newsletter describing position and responsibilities. Anyone interested would contact the Executive Board in writing and candidates will be considered by the President with a majority vote from the Executive Board at the next scheduled meeting.
Section 2
The Classparent Chairperson will be responsible for the appointing of all classparents, compiling updated student information.
An appointed Classparent must:
a. Be a paid member of the Association.
b. Cooperate with and/or assist the classroom teachers in special activities.
c. Be available to participate in a variety of other duties, including the main fundraisers.
d. In the event of the non-fulfillment of these duties, forfeit the position of classparent.
Section3
The Publicity Chairperson(s) shall:
a. Secure suitable notices in the local newspapers, to include school functions and fundraisers.
b. By other forms of media publicize the purposes and actions of the Association.
c. Maintain the Home and School bulletin boards.
d. Coordinate and/or Maintain the Berkeley Home and School Website.
e. To be available to take pictures at school events and for the yearbook, as needed.
Section 4
The Program Chairperson shall:
a. Arrange for children’s programs of an educational and/or entertaining nature to be at the expense of the Association.
b. Be responsible for all materials relating to the Association printed by an outside printing firm.
Section 5
The Membership Chairperson is responsible for:
a. Promoting membership.
b. Collecting dues.
c. Keeping a complete record of the Association’s members and other pertinent data relative to membership.
d. Distribute Home and School Association Constitution to families by request.
Section 6
The School Affairs Chairperson shall be informed and concerned with matters involving the Bloomfield School Budget, buildings, and other problems presented by parents and school administrative officers and report same at Executive Board meetings. The School Affairs Chairperson will attend and/or coordinate the representation/presence of the Association at the Bloomfield Board of Education Meetings.
Section 7
The Health, Safety and Welfare Chairperson shall further the Association’s efforts to develop and maintain a social, healthful, and safe environment for school children and report same at Executive Board meetings.
Section 8
The Ways and Means Chairperson(s) shall coordinate most major fundraisers. All major fundraising proposals must be channeled through Ways and Means Committee and then presented to the Board by the Chairperson for approval. A major fundraiser will be considered any fundraiser with an anticipated profit of $1,000.00 or more.
Section 9
The Hospitality Chairperson(s) shall be responsible for any and all social functions of the Association and arrange for refreshments at all affairs when it is desirable to have refreshments. The Hospitality Chairperson(s) shall also be responsible for sending out requests for volunteers to bake for various functions throughout the school year for Home and School or Student Council functions. The Hospitality Chairperson(s) shall also be responsible for notifying volunteers what contribution would be necessary for various functions. Any social function funded by the Association shall be overseen by Hospitality; i.e., the sixth grade party.
Section 10
Section 11
The Newsletter Chairperson will be responsible for receiving, organizing, and typing news and articles for the monthly school newsletter.
Article VI
Executive Board
Section 1
The Executive Board shall consist of the Officers of the Association, the Chairperson(s) of Permanent Committees, the Principal of the School and the Teacher Representative. The Association President shall be the Chairperson of the Executive Board.
Section 2
The Executive Board shall conduct the affairs of the general membership, except at the general meetings. The Executive Board may receive permanent and special committee reports and summarize them for presentation to the general membership.
Article VII
Meetings, Quorum, Voting
Section 1
Executive Board meetings shall be held at 7:00 PM once a month during the school year in Berkeley School, subject to change by notice. It is expected that all Executive Board members attend all monthly meetings. General Membership meetings may be called by the President or the Executive Board. Members present shall constitute a quorum for general membership action and a majority vote of such members in attendance shall be decisive.
Section 2
The Executive Board shall meet at least once prior to each regular general meeting and at other times at the call of the Association President or four (4) members of the Executive board. Half plus one of current Executive Board shall constitute a quorum and a majority vote of those present shall be decisive unless otherwise stated.
Section 3
Committee meetings shall be held at the call of the committee chairperson or a majority of the committee members with notification to the Chairperson. Any formal recommendations of the committee to the general membership shall be presented by the chairperson to the Executive Board for its consideration and approval.
Article VIII
Parliamentary Procedure
Except as otherwise provided for in the Constitution, Roberts Rules of Order, Newly Revised, shall be used as a guide for all Association business proceedings, amended as necessary by tradition and local custom. A copy of Roberts Rules of Order, Newly Revised should be in the possession of the President at all meeting. A copy will be distributed to all new Executive Board Members by the Secretary.
Article IX
Amendment to the Constitution
The Association Board, at its discretion, shall appoint a Constitution Committee to review, update and clarify current procedures. The proposed revision must be made available to the General Membership, at least ten (10) days prior to the vote. It shall then be presented at the next General Membership Meeting and must be accepted by a two-thirds vote of those members present. Results of the vote will be published in the Association Newsletter.
Article X
Dissolution
Upon the dissolution or other termination of the Association, no part of the property of the Association or any of the proceeds shall be distributed to or inure to the benefit of any of the Members, or Executive Board Members of the Association, but all such property and proceeds, subject to the discharge of valid obligations of the Association, shall be distributed exclusively to Federal, State or local government bodies or to other charitable or educational organizations which would then qualify under the provisions of Section 501 (c)(3) of the Internal Revenue Code and the Regulations as they now exist or as they may hereafter be amended.
Revised 4/01
Revised 3/10 by Barbara-Ann Mirkovic, Cindi Gilmore and Carolyn Petti (Membership approved 5/21/10)
