By-Laws

Springfield School District Elementary Home & School Association By-Laws

Created: February, 2010

Article I: Name

The name of this organization shall be the “Springfield School District Elementary Home & School Association.”

Article II: Objectives

The objectives of this organization shall be:

1. To create a cooperative spirit between the home and the school,
2. To acquaint the members with the educational program and aims of the school system,
3. To provide extra equipment desirable for the needs and activities of the school,
4. To remain non-partisan in all political issues,
5. To provide support for the student’s interests, whether it be financial, physical, emotional, or educational.

Article III: Membership

All parents, guardians and staff of Sabold Elementary School, Scenic Hills Elementary School, and Springfield Literacy Center shall be considered members of the Home & School Association. At any general meeting of the membership, the members then present shall constitute a quorum.

Article IV: Building Leadership Team Officers

Section 1: Number of officers, election and term

The Building Level Leadership Team officers shall include the President, Vice President, Secretary and Treasurer.

The officers shall be elected at the next to last meeting of each year, for a term of two years. However, after the completion of the second year, if no other candidates are nominated, an officer may hold his/her position for one additional year based on his/her students’ enrollment status. In addition, an officer may hold a position for a shorter term based on that officer’s students’ enrollment status in his/her respective building. Individuals having served in one officer position may run consecutively for a different office provided their first office was not extended for a year, regardless of building. This effectively caps service as an officer at four consecutive years. The continuing and newly elected officers will assume responsibility at the close of the current school year. During the transition period, they will work with the current officers to gain information on operations for the eventual transfer of responsibility.

No officer shall simultaneously serve on the Building Leadership Level Team in more than one building.

Section 2: Nominations and Ballots

Nominations for office shall be announced two meetings prior to the last regular Home & School meeting of the year. The Nominating Committee, appointed by that school’s Building Level Leadership Team, shall make the nominations. Nominations may also be made from the floor.

The candidate for President must have served in a leadership role, such as a committee chair or a coordinator preceding the term of office for which the candidate will be serving; however, if no such candidate is available, then a candidate may be chosen from the general membership.

The candidate for Treasurer must have served in a leadership role, such as a committee chair or as a coordinator preceding the term of office for which the candidate will be serving; however, if no such candidate is available, the Nominating Committee will choose a responsible candidate.

The election of officers shall take place at the next to last regular meeting of the year. In the event of more than one nomination for office, the election shall be by a show of hands. However the election may be by closed ballot at this next to last meeting upon a vote from the majority of those members present at the meeting. If a candidate has no opposition, the Secretary shall cast a unanimous ballot declaring such officer duly elected.

Nominations for any eligible office may be made from the floor up until the next to last regular meeting, which shall be in addition to any nominations presented by the nominating committee.

Section 3: Duties of Building Leadership Team

The President shall preside at all meetings of the building level Home & School Association, and of the Building Level Leadership Team meetings. The President oversees and supports all committee chairs and coordinators.

The Vice President shall act in the absence of the President and assume responsibility to oversee and support committee chairs and coordinators at the direction of the President.

The Treasurer shall receive all monies for the building level Home & School Association, shall keep an accurate record of receipts and expenditures, and shall pay out money only as authorized in the approved budget. In the absence of the Treasurer or in an emergency, the President shall have the power to disburse money as authorized in the approved budget.

The Secretary shall keep a record of the proceedings of all meetings of the building level Home & School Association, and shall have custody of all agendas and minutes of the building Home & School Association meetings.

The President, Vice President, and Treasurer of each Building Level Leadership Team also serve as members of the Executive Committee of the Springfield School District Elementary Home and School Association.

Article V: Building Leadership Team

Section 1. Membership

The Building Level Leadership Team shall consist of the President, Vice President, Secretary and Treasurer of the building level Home & School Association.

Section 2. Meetings

The Building Level Leadership Team shall transact the business of the building level Home & School Association at scheduled meetings called by the President and held between regular meetings of the building level Home & School Association. A majority of the members shall constitute a quorum.

Section 3: Disbursement Authorization

Expenditures will be processed as budgeted by the Treasurer. Non-budgeted expenses under $100.00 may be approved at the discretion of the Building Level Leadership Team by a majority vote. Non-budgeted expenses between $100.00 and $1500.00 may be authorized by a public vote at a building level Home & School Association meeting. The Executive Committee of the Home and School Association must approve any proposed non-budgeted expenses over $1500.00.

Section 4: Suggestions by Association Members

Any member of the building level Home & School Association shall be privileged to present to the Building Level Leadership Team suggestions for consideration during a public comment session at a public meeting. The leadership team may choose to defer action pending consultation among the leadership team or with the Executive Committee.

Section 5: Vacancies

The Building Level Leadership Team shall fill any vacancy in any office or committee for the unexpired term of the position.

Article VI: The Executive Committee

Section 1: Membership

The membership of the Executive Committee shall be comprised of the President, Vice President and Treasurer of each Building Level Leadership Team and the principals of each building.

Section 2: Duties of the Executive Committee

The Executive Committee shall be responsible for final approval of:

1. The budget for each building
2. The events for each building
3. The fundraising activities for each building
4. Non-budgeted expenses over $1500.00
5. Governing policies of the overall organization

The Executive Committee shall also be responsible for evaluating and adjusting the functions and finances of all three building level organizations as needed.

Section 3: Voting

A quorum of the Executive Committee is defined as a majority of all members in attendance. Decisions of the Executive Committee shall be reached by a majority vote of the quorum.

Article VII: Meetings

Section 1: Executive Committee Meetings

Meetings of the Executive Committee will be held three times a year at minimum. Additional meetings may be scheduled as needed.

October: Welcome/Upcoming Year in Review

January:

May: 3 School Calendar/Budget Approval.

Section 2: Building Level Meetings

Regular meetings of each school’s building level Home & School Association will be held at least five times during each school year. The Building Level Leadership Teams may schedule additional regular meetings as needed.

Article VIII: Standing Committees

The Building Level Leadership Teams shall create whatever Standing Committees may be required to carry out the objectives of the Home & School Association.

Article IX: Amendments

These By-laws may be amended upon the approval of a majority vote of the SSD Elementary Home & School membership constituting a quorum. Prior to a vote to amend the by-laws, the Building Level Leadership Teams shall publicize the proposed changes and share them at the building level general meetings for the purpose of discussion and membership feedback. The vote on any proposed amendment will take place at a subsequent scheduled general membership meeting for each building.