KBE-R

Authorization of Parent Organizations Guidelines

At the School Committee meeting of April 26, 2016 it was established that the process of recognizing Parent Organizations as required in AWRSD Policy KBE will occur under the purview of the AWRSD Policy Subcommittee.

These guidelines delineate the steps, documentation, and testimony the Policy Subcommittee requires of prospective Parent Organizations prior to making a recommendation for official recognition by the School Committee of the Ashburnham-Westminster Regional School District.

1. A duly elected/appointed representative of the Parent Building or Program based organization notifies the appropriate administrator of the desire to be formally recognized by the AWRSD School Committee, providing the required documents.

This may be by whatever means desired (formal or informal).

2. The administrator forwards the request and documents to the Superintendent.

3. The acknowledgement of a Recognition Request of a Building or Program based Parent Organization by the Superintendent (or appropriate District Administrator) shall occur at the next regularly scheduled Public Meeting of the School Committee and at the same meeting notice shall be given to any other potential Parent Organization representing the same Building or Program group to make their interest known within a stated timeframe.

The acknowledgement should also include the name and contact information of a representative of the organization requesting recognition (to be recorded in the minutes).

{AWRSD Policy KBE includes language regarding the situation where more than one organization may request recognition. This step ensures transparency in that regard}.

4. Provided no other organization makes their interest known within the timeframe stated above, Notification by the Policy Subcommittee shall be made to the parent organization of the date and time at which the Policy Subcommittee will meet with the representative of the organization to review required documentation and testimony as set forth below.

a. It is expected the following documents have previously been provided:

i. Mission Statement

ii. Bylaws and/or Operational Procedures – included in these or separate documents shall be procedures for election of officers (including term) and setting meetings (including requirement for quorum or minimum number of members to conduct official business).

iii. Record of adoption/acceptance of Mission Statement and Bylaws and/or Operational Procedures

iv. Current slate of elected officers and record of such election.

b. The representative shall be required to state whether or not the organization intends to engage in any fundraising activities and if so will such fundraising be Public or Private Fundraising as covered by statute and AWRSD Policy JJE Fundraising.

c. How the organization conducts its operations with regard to finances (speakers, conferences, travel, refreshments, etc.) if not covered in §2.a.ii. and 2.b. above.

d. Review of Open Meeting requirements including meeting posting, recording and submission of minutes, and participation by non-members.

e. The representative should be prepared to provide statistics on current membership including the approximate percentage current membership represents of total qualifying population, how well the membership represents a cross section of the District and Building or Program, and

i. Projected meeting schedule

ii. Projected requests for use of District facilities (meetings, fundraising, etc.)

5. The Policy Subcommittee shall make a recommendation to the Full Committee at the next regularly scheduled meeting. If the recommendation is to not recognize the organization the representative of the organization shall be afforded an opportunity to address the full committee immediately following the Subcommittee’s recommendation.

6. In the event more than one organization requests recognition for the same Building or Program based group the Policy Subcommittee shall interview representatives from all groups under the guidelines of §2 above and make a recommendation to the full committee. However, a representative from each group shall be provided an opportunity to address the full committee prior to a vote on awarding recognition.

7. It is recommended that the appropriate administrator attend the Policy Subcommittee meeting(s) if more than one group is involved. In any event input from the appropriate administrator regarding the request is encouraged.