Britton Middle School Home and School Club By-Laws

Article I – General

Section 1.1  Name

This organization is an unincorporated, non-profit association, and shall be known as “Britton Middle School Home and School Club,” and be referred to as BMS-HSC for the remainder of this document.

Section 1.2 Purpose and Mission  

The association is organized and operated exclusively for charitable and educational purposes within the meaning of a 501(c)(3) of the Internal Revenue Code.

The BMS-HSC is a service organization with the purpose of supporting the education of children at Britton Middle School by fostering relationships among the school, parents, and teachers.  It provides a communication network between home and school, raises money for specific school needs, and coordinates volunteer support for any school related needs.

The mission of the BMS-HSC is to provide physical and financial support to the school and home community of Britton Middle School.  We are committed to working together as a team to achieve outstanding education and social-emotional support for our children.

To achieve its goals, the organization shall conduct any of its sponsored activities in a safe manner.

Section 1.3  Limitations

Notwithstanding any other provisions of these articles, the association shall not carry on any other activities not permitted as an association exempt from Federal income Tax under a 501(c)(3) of the Internal Revenue Code.

The organization shall be non-profit, non-partisan, non-sectarian, and shall not discriminate on the basis of race, creed, sex, or national origin.

The organization shall not attempt to direct the educational activities of the school or fund, service, or support activities outside the scope and purpose of these bylaws.

The organization shall work with faculty and administration in enhancing school activities.

No substantial part of the activities of this organization shall consist of carrying on propaganda, or otherwise attempting to influence legislation, and the organization shall not participate or intervene in any political campaign (including the publishing or distribution of statements) on behalf of any candidate for public office.

Article II – Membership and Dues 

Section 2.1 Eligibility

Any parent, guardian, or other adult standing in loco parentis (in the place of a parent) for a student at the school may be a member and shall have voting rights.  The principal and any staff or teachers employed at the school may be a member and have voting rights.  Members have one vote per household. 

Section 2.2 Dues

There may be a suggested annual membership fee if any, commenced in August of each year, which will be set by the executive board.  Although dues may be encouraged, they are not required for membership.

Article III – Meetings 

Section 3.1  Regular Meetings

The regular meeting of the BMS-HSC organization shall be called monthly by the president.  The time and place of the meeting shall be fixed by the Board and notice thereof shall be given by appropriate means to each member at least seven (7) days before said meeting. 

Section 3.2  Special Meetings

Special meetings may be called by the president, any two members of the executive board, or ten (10) or more general members submitting a written request to the secretary. Previous notice of the special meeting shall be sent to the members at least seven (7) days prior to the meeting. 

Section 3.3  Annual Meeting

The annual meeting will be held at the May regular meeting. The annual meeting is for receiving reports, electing officers, and conducting other business that should arise. 

Section 3.4  Board Meeting

Board meetings may be called by the President at any time, or upon application of three (3) or more members of the Executive Board.  The Executive Board shall meet as needed.

Section 3.5  Quorum

A quorum shall consist of the majority of filled Executive Board positions.  Motions shall be considered passed by a simple majority vote.  Business may be conducted at general meetings when a quorum is not present; however, all such business must be ratified at the next general meeting during which a quorum is present.  Subsequent withdrawal of one or more members shall not prevent a vote on pending matters.   

Section 3.6 Notification of Meetings

 The secretary will notify the members of the meetings via school newsletter or email at least one week prior to the meeting. 

Article IV – Officers and Elections 

Section 4.1 Officers

Officers shall be elected annually by vote of the membership at the general meeting held in May, and serve a term of one (1) year.  The officers shall be a president, vice president, second vice president, secretary, and treasurer. In addition to the duties listed below, each officer will also perform other such duties as applicable to the office as prescribed by the parliamentary authority of this organization.  Officer positions may be held by two people.

4.1.a  President

1. The president shall preside over general and special meetings of the organization and executive board, following Robert’s Rules of Order  

2. With the aid, advice, and counsel of the Executive Board, appoint all chairpersons to all standing committees, assign responsibilities to, and assist in coordination of the activities of all operating committees

3.  Act as the primary liaison with the Principal and/or Faculty Liaison in ensuring effective, consistent communication and collaboration among teachers, staff, and parents of the Britto Middle School community

4.  Prepare the agenda for meetings 

5.  Act as the official representative of the organization

6.  Cosign checks prepared by the treasurer

7.  Review year-end financial records

8.  Perform other such duties as are required under these bylaws

9.  Keep records to hand over to new board

4.1.b  Vice President

It is recommended that this office is held by a parent of a 6th or 7th grade parent, ensuring that there will be leadership continuity each fall, through elections in May.

1. The Vice President shall assist the president and carry out the president’s duties in his or her absence or inability to serve.

2. Assist the President in appointing all standing committee chairpersons, maintain a list of committee chairpersons, and oversee the committees’ activities

3.  See that meetings are run according to Robert’s Rules of Order

4.  The vice president shall also oversee the committees of this organization.

5.  Oversee fundraisers and ensure they do not conflict with these bylaws, class, or school-wide activities.

6.  Manage and maintain a record of all online accounts, email accounts, and passwords to be passed on at the end of the term.

4.1.c  Co-Vice President

It is recommended that this office is held by a parent of a 6th or 7th grade parent, ensuring that there will be leadership continuity each fall, through elections in May.

1. The Co-Vice President shall act as an aid to the Vice President and carry out the Vice President’s duties in his or her absence or inability to serve.

2.  Assist all BMS-HSC fundraisers

3.  Keep the main fundraiser calendar

4.  Assist the vice president to oversee the committees of this organization

5.  Assist the vice president to oversee fundraisers and ensure they do not conflict with these bylaws, class, or school-wide activities.

6.  Manage and maintain, or delegate and oversee management of DMS-HSC Social Media

4.1.d  Secretary

1.  Record the minutes and proceedings of all meetings of the membership or Executive Board and report on said records as requested at each general meeting.

2.  Record attendees at all meetings

3. Utilizing input from the Executive Board, prepare and publicize the agenda for each BMS-HSC meeting.  This will be at least two (2) days in advance of each general meeting.

4.  Publicize unapproved minutes at least one week in advance of each general meeting

5.  Prepare correspondence on behalf of the organization and maintain a copy of the minutes book, bylaws, rules, membership list, and any other necessary supplies, and brings them to meetings. 

4.1.e  Treasurer

1.  Accept all money on behalf of the organization, and issue receipts of the same

2.  Deposit all monies on behalf of the organization with a financial institution designated by the Executive Board

3.  Prepare all invoices for payments:  Pass on prepared checks to appropriate signers.  Be the first signatory on all checks.  Obtain a second signature from the president on all checks.

4.  Maintain accurate and current financial records, including details of all transactions

5.  Reconcile bank statements monthly

6.  Prepare and present monthly finance reports to the Executive Board and membership

7. Prepare or cause to be prepared, any tax returns or other reporting forms which may be required by any governmental agency, present same to the Executive Board, and file such returns on behalf of the organization as required (IRS returns by November 15).

8. Retain copies of all tax and legal documents executed on behalf of the organization.

9.  Prepare a tentative budget for the following school year, and present it to the membership for approval at the May meeting.  This budget must be approved before any expenditure for an activity or program occurs.

Section 4.2 Eligibility 

Members are eligible for office if they are members in good standing at least 14 calendar days before the nominating committee presents its slate. 

Section 4.3 Nominations and Elections

Elections will be held at the second to last meeting of the school year. The nominating committee shall select a candidate for each office and present the slate at a meeting held one month prior to the election. At that meeting, nominations may also be made from the floor. Voting shall be by voice vote if a slate is presented. If more than one person is running for an office, a ballot vote shall be taken. 

Section 4.4 Terms of Office. 

Officers are elected for one year and may serve no more than two (2) consecutive terms in the same office. 

Section 4.5  Removal From Office

Officers can be removed from office with or without cause by a two-thirds vote of those present (assuming a quorum) at a regular meeting where (7) days previous notice has been given. 

Section 4.6  Vacancies

If there is a vacancy in the office of president, the vice president will become the president.  At the next regularly scheduled meeting, a new vice president will be elected. If there is a vacancy in any other office, members will fill the vacancy through an election at the next regular meeting. 

Article V – Executive Board 

Section 5.1  Membership 

The Executive Board shall consist of the officers, principal, and standing committee chairs. 

Section 5.2  Duties

The duties of the Executive Board shall be to transact business between meetings in preparation for the general meeting, create standing rules and policies, create standing and temporary committees, prepare and submit a budget to the membership, approve routine bills, and prepare reports and recommendations to the membership. 

Section 5.3 Meetings

Regular meetings shall be held monthly, on the same day and at the same time each month, to be deter­mined by the board. Special meetings may be called by any two board members, with 24 hours notice. 

Section 5.4 Quorum

Half the number of board members plus one constitutes a quorum. 

Article VI – Committees 

Section 6.1 Committee Duties 

All committees shall have a chairperson appointed by the President with the aid, advice, and counsel of the Executive Board.  Committee chairs shall recruit members for their respective committees.  The committee chair is responsible for organizing and running the event/activity committee.  The chair shall prepare regular status reports, including financial status, for the Executive Board and shall report to the membership as requested. 

Section 6.2 Standing Committees

The following, including but not limited to, shall be standing committees and shall report to the Executive Board and the membership, and shall serve a term of one (1) year.

6.2.1  Volunteer Coordinator

  1. Organizes and provides parent volunteers for BMS-HSC sponsored and ASB activities including dances, yearbook, office support, and World Cultural Day.
  2. Maintains Volunteer lists and distribution of Sign-up Genius or similar tool
  3. Acts as liaison between ASB and BMS-HSC

6.2.2  Faculty Liaison

  1. The Faculty Liaison serves in an advisory capacity to the Executive Board and Volunteer Coordinator.
  2. He/she assists with coordination and communication of the activities of BMS-HSC ASB, and school faculty.
  3. The Faculty Liaison shall be a member of the school faculty, appointed by the Principal.
  4. If no appointment is made, this position will be assigned to the ASB Director.

6.2.3  Hospitality Chair

Coordinates refreshments for activities such as Award ceremonies, Back-to-School Night, Open House, and also coordinates all teacher appreciation activities.

6.2.4  Online Fundraising and Grants Chair

i.  Searches for and will submit applications for grants that are applicable to fulfil the organization’s mission and goals.

ii.  Maintains and works with web based fundraising accounts (escript for Safeway, Knob Hill, etc.)

6.2.5  YMCA Project Cornerstone Coordinator

  1. Attends Project Cornerstone meetings 
  2. Coordinates Project Cornerstone volunteer training
  3. Coordinates, manages volunteers, daily operations, and finances for “The Lounge”
  4. Works with faculty Project Cornerstone coordinator to recommend and implement student BPIS and parent education

6.2.6  Student Merchandise and Store Coordinator

6.2.7  Website Chair

Maintain and updates the BMS-HSC page on Britton Middle School’s website

Section 6.3 Additional Committees

The board may appoint additional committees as needed. 

Article VII – Finances 

Section 7.1  Accounting Period

The fiscal year of the organization shall begin on July 1 and shall close on June 30 of the following year.  Taxes will be filed to the IRS and State prior to November 15th following the fiscal year.

Section 7.2  Funds

All monies collected by the organization, whether in the form of membership dues or proceeds from fund-raising activities, shall be placed into a general operating account.

Section 7.3  Disbursements 

7.3.1  The Executive Board shall authorize payment of bills and expenditures.

7.3.2  Committee expenses and check requests must be submitted to the Treasurer within two weeks of the expense.  Requests for reimbursement must include a signed check request and dated receipt.

7.3.3  Checks drawn against the organizer’s bank account must bear the signature of the Treasurer and President

7.3.4  A maximum of two hundred dollars ($200.00) may be authorized by the Executive Board for a specific item, without prior approval of the general membership at a general meeting.  Any such expenditure authorized by the Executive Board, outside of the approved budget, must be presented as information to the general membership mat the next general meeting.

Any items purchased to address the needs of specific classrooms, are a donation to Britton Middle School and not to an individual teacher.  Items purchased with BMS-HSC funds will remain with the school if the teacher leaves.

Section 7.4 Reserve

All reasonable efforts shall be made to provide the minimum sum of six thousand dollars ($6,000.00) to be available as operating funds, as of July 1, for the following year.  (Note that this high sum is required because we have lost our primary yearly fundraiser, the Carnival.)

Section 7.5  Budget 

A budget proposal, with recommendation from the outgoing President and Treasurer based on past expenses, will be presented to the general membership for approval at the May general meeting or at a special Budget meeting in the same timeframe.  This budget will be approved by a simple majority vote of those present.  The Treasurer will distribute the new budget to the general membership at the opening of the school year.  Modification of the budget may be made at the September meeting.

Section 7.6  Financial Liability 

Any fines assessed for tax filing errors shall be paid by the BMS-HSC and will not be the sole and personal  responsibility of the individual officers of the organization. 

Article VIII – Procedure

Section 8.1  Parliamentary Authority

The current edition of Robert’s Rules of Order shall be the final source of authority on all questions of parliamentary procedure when such rules are not inconsistent with these bylaws.  

Section 8.2  Amendments

THese Bylaws may be amended or altered by a majority vote of the members at any regular or special meeting, where a quorum has been established, provided that written notice of any proposed amendment or revision is made available to all members at least seven (7) days prior to such vote.  Revisions or amendments to these bylaws shall become effective upon approval.

Article IX – Dissolution 

The property of this organization is irrevocably dedicated to charitable purposes and no part of the net income or assets of this organization shall ever inure to the benefit of any private persons.

The dissolution or winding up of the organization, its assets remaining after payment, or provision for payment, of all debts and liabilities of this organization shall be distributed to one or more non-profit funds, foundations, or corporations which is organized exclusively for charitable purposes and which has established its tax exempt status under Section 501(3)(c) of the Internal Revenue Code.  The recipients of said assets shall be selected by the Executive Board.

I hereby certify the above to be a true and correct copy of the Bylaws of Britton Middle School Home and School Club as adopted this ______ day of ____________, 20__.

________________________________________ , Secretary

________________________________________ , Vice-President

________________________________________ , President

Happy New Year! Back to school on January 3rd!