Sandshore Home and School Partnership Bylaws

Amended June 2013

 

ARTICLE  I

Name

The name of this corporation shall be Sandshore Home and School Partnership, hereinafter referred to as the SHSP.

 

 

ARTICLE  II

Purpose

1.  To develop understanding, cooperation, and support among educators, parents, and the community in a united effort to secure for each student every possible advantage in all phases of education. It shall not seek to direct the administrative activities of the school or to control its policies.

 

2.  To serve as a liaison group between the school and the home for the benefit of the students, thereby strengthening the lines of communication between the school and the community.

 

3.  The SHSP will provide service and promote volunteerism within the school.

 

 

ARTICLE  III

Policies

1.  The SHSP shall be non-commercial, non-sectarian, non-partisan, and non-profit.

 

2.  The SHSP shall not endorse any candidate or commercial enterprise. The name of the SHSP and the names of its officers in their official capacities shall not be used in connection with any commercial concern, with any partisan interest, nor for any purpose not related to the objectives of the SHSP.

 

3.  No part of the net earnings of the SHSP shall inure to the benefit of or be distributable to its members, trustees, officers, or other private persons, except that the SHSP shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes of Article III.

 Revised June 17,2008

 4.  Any personal information requested from parents, guardians and staff of Sandshore School (ex: phone numbers, e-mail addresses) shall be used only for the purpose it was requested for.  The intended use of this information must be clearly defined in writing at the time that it is requested.  Anyone found in non-compliance will be asked to step down from their position.ore School (ex: phone numbers, e-mail addresses) shall be used only for

 the purpose it was requested for.  The intended use of this information must be clearly defined in writing at the time that it is requested.  Anyo found in non-compliance will be asked to step down from their position.

 

ARTICLE  IV

Membership

1.     Membership in the SHSP shall be open to current Sandshore School parents, guardians, and staff without regard to race, color, creed, or national origin, upon payment of annual dues.

 

2.  The Board of Education members shall be considered Honorary Members with voting privileges restricted to only those members with children who are current students at Sandshore School.

 

3.  Only members of the SHSP shall be eligible to vote in the business meetings, raise issues of new business, and serve in any of the SHSPs elective or appointive positions.

 

4.  An annual enrollment of members will be conducted by the SHSP.  Persons may be admitted to the SHSP at any time with full membership rights and privileges however, to vote in the May Elections, membership must be received prior to January  15th.  An accurate list of the SHSP members will be distributed according to the Standing Rules of Membership.

 

5.  New families transferring to Sandshore School after January 15th must join the SHSP within 30 days of the students enrollment and prior to April 1st to have full membership rights and privileges, including the right to vote in the May election.

 

6.  In the case of any controversial issue, a member may request some type of confidential voting procedure, such as a blind vote or paper vote.

 

ARTICLE V

Executive Committee and Partnership Board

1.  The Executive Committee shall consist of the officers of the SHSP.Revised June 17,2008

 

2.  The Executive Committee will establish the necessary Standing Committees to fulfill the successful operation of the SHSP. The Executive Committee and the Chairpersons of the Standing Committees shall constitute the SHSP Board.

 

3.  The duties of the SHSP Board shall be to transact necessary business in the intervals between SHSP meetings and such other business as may be referred to it by the SHSP, and to present a report at regular meetings of the SHSP.
 

  

ARTICLE VI

Officers and Their Elections

1.  The officers of the SHSP shall be a President, two Vice-Presidents (one of whom shall be the Principal of the school, refer to Article VII, 2), a Secretary, and a Treasurer.
 

2.  There shall be a Nominating Committee consisting of three members who shall be appointed in March by the Executive Committee. Volunteers to serve on the Nominating Committee shall be solicited by the Executive Committee in February.  The Nominating Committee shall consist of one current member of the SHSP Board not seeking elective office and two general members, all of whom are not seeking elective office.  The Nominating Committee shall be responsible for preparing and distributing, to all parents and guardians of Sandshore students, a nomination form listing all executive positions (not specific names of people). The Nominating Committee will review the completed nomination forms and contact the nominees for their consent to be put on the ballot.  All nominations must be received on or before the Friday preceding the April Roundtable Meeting. The slate of officers will be sent out to all parents and guardians of Sandshore students in April.  No additional nominations may be  made from the floor at the May meeting, nor will any write in candidates be accepted on the ballot. The polls for the above stated elections held at the May general meeting will open promptly at 7:00PM (one half hour prior to the regularly scheduled Roundtable meeting) and will be closed to voting at 9:00PM.

 

3.  The officers shall be elected by a majority of those members who cast ballots at the May election. 

Revised June 17,2008

4.  The Membership Chairperson will verify membership.  The Nominating Committee will tally the votes and announce the slate of new officers by name.  Numerical tallies will remain confidential.  Those running for elective office can not serve on either Committee.  If an alternate is needed, they will be chosen from the SHSP Board.  This decision will be made by the Executive Committee.

 

5.  Duly elected officers shall assume office beginning July 1st.  At this time, outgoing officers shall transfer all records (excluding the Treasurer, see Article VII, Section 4 Treasurers Responsibilities).
 

6.  There shall be a transition period from the time of the June Meeting until June 30th, prior to the start of the new fiscal year on July 1st.

 

7.  Officers shall serve no more than two (2) consecutive one-year terms in the same office, except for the Vice President who is the Principal.

 

8.  A vacancy, occurring in any office, shall be filled for the remainder of the un-expired term by the person receiving a majority vote by the remaining members of the SHSP Board.

 

ARTICLE VII

Duties of Officers

1.  The President shall preside at all meetings of the SHSP Board and of the Executive Committee; shall appoint Special Committees, with the approval of the Executive Committee; shall perform such other duties as may be prescribed in these Bylaws or assigned to him or her by the SHSP or by the SHSP Board; and shall coordinate the work of the officers and committees of the SHSP. The President may appoint additional assistance if deemed necessary to the offices of Secretary and/or Treasurer. 

 

2.  The Vice-President who is not the Principal shall be the aide to the President and shall perform the duties of the President in the absence or inability of that officer to serve. The Vice-President who is the Principal will serve as the school's liaison to the SHSP.

 

3.  The Secretary shall take, transcribe, and distribute minutes, shall maintain a notebook of minutes; and shall conduct correspondence at the request of the President.      

Revised June 17,2008

4.  The Treasurer shall have custody of all funds of the SHSP; shall keep an accurate record of receipts and expenditures; and shall pay out funds in accordance with the approved budget, as approved by the SHSP. Checks must be signed by two parties: 1) the Treasurer, and 2) the President or the Vice-President who is not the Principal. The Treasurer will be responsible for seeing that all fund raising monies collected shall be documented under dual control of two individuals, one from the SHSP Board. After monies have been counted, every effort shall be made to ensure deposit in the SHSP bank account in a timely manner. The Treasurer will submit monthly reports to the SHSP Board detailing all monies collected from the membership and fund raising efforts. All expenditures will be documented individually and detailed per line item on said report with all pertinent information given. All miscellaneous expenditures shall also be detailed on said report.  The Treasurer shall present a financial statement of accounts at every meeting of the SHSP, and at other times when requested by the Executive Committee, and shall present the budget at the June meeting. The Treasury account shall be examined quarterly by an auditing committee made up of three volunteer individuals from the general membership of the SHSP. This information shall then be reported to the general membership in a format to be determined (i.e., monthly newsletter, posted at school, read at meetings). The Treasurer shall be responsible for providing all pertinent information for preparation of tax filings necessary for a non-profit organization in the State of New Jersey and also the necessary filings for the Internal Revenue Service. At the end of the current school year, the Treasurer is to provide a detailed listing of all anticipated current year expenses that will not be paid until the next fiscal year.  Financial documents shall be turned over to the incoming Treasurer following receipt and reconciliation of the June bank statement.  This shall occur no later than July 15th.

 

 

ARTICLE VIII

Removal from Office

1.   An officer may be asked to vacate the office to which he/she has been elected for any of the following reasons:

 

A.    Failure to comply with these Bylaws.

B.    Failure to attend more than two (2) consecutive general SHSP meetings.

C.    Failure to attend more than three (3) consecutive SHSP Board meetings.

D.    Consistent failure to uphold the Standing Rules of the SHSP, as determined by the SHSP Board.                                       

 2.  Prior to removal from office, the President or Vice-President who is not the Principal must provide the officer in question with written notice of the possibility of such removal and the reasons therefore at least five (5) school days prior to the next SHSP Board meeting. The officer in question will be given the opportunity to respond to this notice at that SHSP Board meeting.

 

3.  All members of the SHSP Board must vote in person or by proxy with a closed ballot, with a two-thirds majority in the affirmative, to remove the officer in question from office.

 

4.  Should an officer be removed from office, the vacancy will be filled per Article VI (item 8) of these Bylaws.

  

ARTICLE  IX

Meetings

1.  Monthly meetings open to the Sandshore School community shall be held on dates set by the Executive Committee. In the event of a change of date for an upcoming meeting, five (5) school days notice shall be given to the general membership of the SHSP notifying them of the change. In the event of inclement weather, the Vice-President who is the Principal may cancel the meeting.
 

2.  For voting purposes, a quorum will consist of a majority of the members present at the meeting. 


3.  The date for the first business meeting of the next fiscal year shall be established at the June meeting. The Executive Committee may call special meetings, provided results are related at the next SHSP meeting.
 
4.   Suggestions for agenda items must be submitted to the President five (5) school days prior to the monthly general SHSP meeting for discussion and vote on such items.  New items may be brought up during New Business.  All discussion that requires a vote will be discussed and voted on at the next general SHSP meeting.

Revised June 17,2008

5.  The Treasurer shall present the budget for approval to the general membership at the June meeting.

 

 

ARTICLE X

Committees

1.     Chairpersons of the Standing Committees shall be chosen by the Executive Committee after the general SHSP elections for new officers as may be required to promote the objectives and purposes of the SHSP. All Standing Committee Chairpersons shall serve on the SHSP Board, and their term shall be for one year. In the event of a vacancy of a Chairperson during the fiscal year, the Executive Committee of the SHSP will choose a replacement.

 

2.     Chairpersons of Special Committees shall be appointed by the President with the approval of the Executive Committee as required to promote the objectives and purposes of the SHSP.  Special Committee Chairpersons will not serve on the SHSP Board.

 

3.  The Bylaws Committee shall be composed of seven (7) members of the SHSP. The Vice-President who is not the Principal, five (5) other members and the Vice-President who is the Principal will serve as the Bylaws Committee. The Vice-President who is not the Principal will chair the committee and will serve as a liaison between the SHSP and the By-laws Committee. The Vice-President who is the Principal will serve as a liaison between the school and the SHSP to insure that the Bylaws do not conflict with District Policies. Neither Vice Presidential position carries voting rights within the By-laws Committee.  The five other members will be chosen from the volunteer forms submitted at the beginning of the school year.  These names will be chosen at the same time all other committees are formed.  If there are more than five volunteers interested in the committee, the names will be drawn randomly with no restriction. The Bylaws Committee shall review these Bylaws every two years unless a review is needed or requested in the interim.  In the event that any chosen member cannot make the meeting, alternates will be chosen. 17,2008

 

 

4.  The Nominating Committee shall consist of three (3) SHSP members as stated in Article VI (item 2). After the elections of the new Executive Committee in May, the Nominating Committee will distribute a volunteer form for the Standing Committee appointments and provide a list of individuals who wish to volunteer to the newly elected Executive Committee. The newly elected Executive Committee will appoint the Standing Committees and their Chairpersons, and will provide these names to the general membership of the SHSP.            

 

5.  The Auditing Committee shall consist of three (3) volunteer individuals from the general membership of the SHSP.  These members are to meet with the Treasurer quarterly to conduct an audit, with the last audit coinciding with the end of the school year.  The Auditing Committee shall conduct an audit of bank account records, checkbook, and the monthly financial reports to ensure accuracy and proper procedures have been followed.  These individuals shall submit a compliance report to the SHSP Executive Committee; and a member of the Auditing Committee will share said report with the general membership at the next scheduled general meeting.  In the event that any chosen member cannot make the meeting, alternates will be chosen.

 

 

ARTICLE XI

Financial

1.  The fiscal year of the SHSP shall be from July 1st  through June 30th.

 

2.  No major business decisions or expenditures shall be made without the involvement of the new Executive Board during the transition period referred to in Article VI (item 5 and 6).

 

3.  An expenditure item that will exceed the amount allocated in the approved SHSP budget must be submitted to the general membership for approval at the next general SHSP meeting. Such approval shall be granted by a majority vote of members present.

 

4.  In the event of a slight overage for the financial operation of the SHSP, the Executive Committee has the authority to pay an overage, up to $100.00, on a budgeted line item. The Treasurer will report the changes to the budgeted line item at the next general SHSP Meeting.

   evised June 17,2008

5.  All receipts for reimbursement must be submitted to the SHSP Treasurer within 14 days of the end of the event so that one check can be issued.

 

 

ARTICLE XII

Parliamentary Authority
 

1.  The rules contained in Robert's Rules of Order, Revised, shall govern this SHSP in all cases to which they apply and in which they do not conflict with these Bylaws.

 

 

ARTICLE XIII

Amendments
 

1.  These Bylaws shall be amended at any regular or special meeting of the SHSP, by a two-thirds (2/3) vote of the members present, provided that notice of the proposed amendment has been given to the general membership at least two calendar weeks prior to the SHSP meeting at which said amendment(s) is to be voted upon.  Once amendments to the Bylaws are voted on and approved, the amendments shall go into effect immediately.

 

2.  A volunteer Bylaws Committee shall review the Bylaws every two years, as stated in Article X (item 3).

 

3.  If requested, a committee may be appointed by a majority vote at a meeting of the SHSP to submit Bylaw revisions. The requirements for adoption of revised Bylaws shall be the same as in the case of an amendment.

 

 

ARTICLE XIV

Disposition of Funds

1.  Upon dissolution of the SHSP, the SHSP Board shall, after payment of all liabilities, dispose of all assets of the Partnership exclusively for the purposes and in such manner or to such an organization operated exclusively for charitable, educational, religious or scientific purposes as shall at the time qualify for exemption under Section 501(c)(3) of the Internal Revenue Code of 1954. (This clause is worded precisely to meet IRS code.)

Last Modified on 7/23/2005 9:44:52 AM

 

 

Revised June 17,2008

 

 

Last Modified on 6/16/2010 11:06:59 AM