INGLEWOOD HOME & SCHOOL ASSOCIATION
BY-LAWS
Contents
ARTICLE I
NAME
ARTICLE II
OBJECTIVES
ARTICLE III
BASIC POLICIES
ARTICLE IV
MEMBERSHIP
ARTICLE V
MEETINGS
ARTICLE VI
FINANCE
ARTICLE VII
EXECUTIVE BOARD
ARTICLE VIII NOMINATIONS & ELECTION OF OFFICERS
ARTICLE IX
CHAIRPERSONS & STANDING COMMITTEES
ARTICLE X
BY LAWS
Revised March 2014
Accepted May 2014
INGLEWOOD HOME & SCHOOL ASSOCIATION BY-LAWS
ARTICLE I - NAME
The name of this Association shall be Inglewood Home & School Association. Inglewood Home & School
Association is a chapter of the North Penn School District Coordinating Council, Inc., established pursuant
to the PA Non-Profit Corporation Law, Section 5511(15 Pa.C.S. Section 5511). To the extent the
provisions of this chapter’s by-laws conflict with the dissolution, purpose or financial reporting
requirements set forth in the Coordinating Council by-laws, the provisions of the Coordinating Council bylaws shall prevail.
ARTICLE II - OBJECTIVES
1.
To promote the welfare of children in the home, community and school.
2.
To foster a closer relationship between the home and school so that parent and guardians, teachers,
administration and staff may cooperate in the education of the children.
3.
To raise funds to provide educational enrichment along with activities and other items deemed to be
beneficial to the school and the students beyond that which is provided by the school district.
ARTICLE III - BASIC POLICIES
1.
The Association will be non-profit, non-sectarian and non-partisan and will not endorse any
commercial enterprise or political candidate.
2.
The name of the Association or the names of any members in their official capacities shall not be used
in connection with a commercial concern or with any partisan interest.
3.
No member of the Association shall make statements, sign agreements or make commitment of
support, financial or otherwise, to any institution beyond the next fiscal year without prior approval of the
Executive Board and Chairpersons. No part of the net earnings of the Association will inure to the benefit
of or be distributable to its members, trustees, officers or other private persons, except that the Association
will be authorized and empowered to pay reasonable compensation for services rendered. No substantial
part of the activities of the Association will be the carrying on of propaganda or otherwise attempting to
influence legislation. The organization will not participate in or intervene in (including the publishing or
distribution of statements) any political campaign on behalf of any candidate for public office.
Notwithstanding any other provision of this document, the Association will not carry on any other activities
not permitted to be carried on (a) by an organization exempt from federal income tax under Section 501 (c)
(3) of the Internal Revenue Code of 1986, as amended (the “Code”) or (b) by an organization, contributions
to which are deductible under Section 170 (c) (2) of the Code.
Upon the dissolution of the Association, assets shall be forwarded to the organization replacing said
Association at Inglewood Elementary School. If there is no such organization, the assets will be distributed
for one or more exempt purposes within the meaning of Section 501 (c) (3) of the Code or will be
distributed to the federal government or to a state or local government, for a public purpose. Any such
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assets not disposed of will be disposed of by the court of common pleas of the county in which the principal
office of the Association is then located, exclusively for such purposes or to such organization or
organizations, as said court will determine, which are organized and operated exclusively for such purposes.
4.
This Association may cooperate with other organizations and agencies active in child welfare, such as
conference groups or coordinating council, providing its representatives make no commitments that bind the
group without its consent.
5.
This Association shall seek neither to direct the administration or activities of the school nor to control
its policies. The Association shall seek to support the goals, guidelines and policies of the North Penn
School District, as established by its School Board.
ARTICLE IV - MEMBERSHIP
Parents or guardians of Inglewood Elementary School students and faculty members interested in the
objectives of the Association and willing to abide by the By-Laws shall automatically be extended
membership. Dues, if and when necessary, shall be established by the Executive Board.
ARTICLE V - MEETINGS
1.
Any parent or guardian of a child currently attending Inglewood Elementary School is considered a
member of the Association and is invited to attend any general meeting of the Association. General
meetings shall be held monthly during the school year from September through June, unless otherwise
indicated by the Executive Board and Chairpersons. The President may call special meetings of the
Association if required upon at least 48 hours prior notice to the Executive Committee, the Chairpersons, the
general membership, the staff and the administration.
2.
Each adult member of the Association in attendance at a monthly general membership meeting
represents one vote.
3.
When 10 or more Association, Executive Board or Chairpersons members are present, it shall
constitute a quorum. When a quorum has been attained, a simple majority of those present and voting in the
affirmative constitutes passage of a motion. There will be no absentee voting.
4.
At the first meeting of the Association there will be a review of current By-Laws and the approved
Budget for the year.
5.
Roberts Rules of Order shall apply to all general membership meetings.
ARTICLE VI - FINANCE
1.
The fiscal year shall begin each July 1 and end the following June 30.
2.
A proposed annual budget of estimated income and expenses and a statement of financial position
showing assets and liabilities of the Association shall be prepared by the existing Executive Board and
Chairpersons with input from incoming Chairpersons.
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3.
The proposed annual budget and statement of financial position shall be presented to the parents and
guardians of the student population for their review at least 2 weeks prior to the last Association meeting. It
should be posted on the website. The treasurer should be contacted if there should be any concerns.
4.
In the event a particular issue should arise that affects the final vote on approving the budget, the
president has the discretion to call a special meeting to approve the budget. This meeting must have a
quorum in line with Article V, Section 3 noted above. The approved budget shall be made public to all
parents, guardians, staff and administration at the start of the school year and at the first Association
meeting in the Association’s fiscal year.
5.
Requests for funds that are not included in the approved budget that exceed $100 will be put forth for
approval vote at a monthly Association meeting before funds can be released.
6.
Request for funds that are not included in the approved budget that do not exceed $100 may be
approved by the Executive Committee.
7.
Any proposed change to the approved budget (that exceeds $100) must be approved at a monthly
Association meeting.
8.
Funds not included in the budget less than $100 will be considered by the Executive Board for
approval.
9.
Checks can only be signed after being made “Payable to” a certain party. Two signatures (Treasurer
and President) are required on every check.
10. The Treasurer will make disbursements only after proper documentation has been provided (i.e.
receipts, contracts, invoices, etc.).
ARTICLE VII - EXECUTIVE BOARD
Section 1
The officers of this Association shall be a President, Vice-President, Treasurer, Corresponding
Secretary and Recording Secretary. These officers will be known as the Executive Board. Two individuals
may share each of these positions and no one individual may hold more than one office. Each officer shall
serve without compensation from the Association, Inglewood Elementary School or the district.
Section 2
The Executive Board shall:
a.
Serve for a term of one year, but no more than two consecutive years in any one position with an open
election annually. An officer may hold no more than 2 consecutive position terms, not to exceed 4 years of
continuous service, with the exception of the Treasurer, who may hold 4 consecutive one year terms, not to
exceed 4 years of continuous service.
b.
Prepare two copies of an annual report: one for inclusion in the permanent file and one to be given to
the incoming officer. It shall include a review of goals, list accomplishments and offer recommendations
(basically, a general outline of duties and responsibilities).
c.
Meet with the Principal on a regular basis and upon the Principal’s reasonable request.
d.
Have the discretion to approve non-budgeted expenditures not to exceed $100.
e.
Has the responsibility for the formation and dissolution of all standing, yearly and special committees.
All committee appointments shall be on a volunteer basis.
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f.
Offer input and support to all standing committees, resolving any committee issues that may arise.
g.
Fill any vacancy in any officer or Chairperson position that arises during the fiscal year, in accordance
with Section 7.
Section 3
The President shall:
a.
Have served as an officer of a North Penn School District Home & School Executive Board for a
minimum of one year and shall have attended five or more general membership meetings during the past
year.
b.
Preside at all meetings of this Association.
c.
Serve as a member ex-officio of all Committees offering input and support to all standing committees.
d.
Represent the Association at official functions or appoint a representative.
e.
Submit rental agreements to the District Office.
f.
Call work sessions of the Executive Board as needed.
g.
Act as liaison between committee Chairpersons and administration for flyers, facility use contracts and
rental agreements.
h.
Send a letter to all parents and guardians of students prior to the end of the fiscal year, requesting
volunteers to fill Standing Committee Chairpersons and Fundraiser Chairpersons vacancies as needed. It
shall be noted in this letter that all job descriptions are available within the By-Laws.
i.
Communicate with Chairpersons of Fund Raisers a month before their event to make sure questions
are answered and assistance is offered where needed.
j.
Communicate with Principal regarding Home & School representation on Inglewood Correlate Teams
(i.e. Assembly, Safety, etc.).
k.
Prepare an agenda for monthly meetings of the Association, coordinating with the President. Ensure
the agenda is sent in an e-blast, at least one week prior to meeting, to the Inglewood parents and guardians.
Ensure it is posted on the Inglewood Home & School website and distribute to the Executive Board and all
Chairpersons. If there is something of significant importance to be voted on, as determined by the
Executive Committee, the Recording Secretary shall send out a hard copy in the backpack distribution.
Section 4
The Vice-President shall:
a.
Have served as a Chairperson of a committee on a North Penn School District Home & School
Association and shall have attended general membership meetings.
b.
Perform the duties of the President in the absence of or at the request of the President.
c.
Serve as a member ex-officio of all committees offering input and support to all standing committees.
d.
Perform other duties as delegated by the President and be prepared to step in for the President if the
need should arise.
e.
Coordinate and plan New Parent Orientation and Kindergarten Orientation at the beginning of the
school year.
f.
Be responsible for collecting, organizing and distributing the September back-to-school informational
packets.
g.
Responsible for ordering planners and folders for the following school year.
h.
Communicate with Chairpersons of Special Events a month before their event to make sure questions
are answered and assistance is offered where needed.
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Section 5
The Treasurer shall:
a.
Have served as a Chairperson of a committee on a North Penn School District Home & School
Association and shall have attended general membership meetings.
b.
Establish custody of all funds of the Association to be kept in a federally insured financial institution.
Disbursements from said accounts shall require two signatures (Treasurer and President). Checks can only
be signed after being made “Payable to” a certain party.
c.
Keep a full accurate account of receipts, bank accounts and expenditures. Make disbursements as
approved by the Executive Board and/or by the Association if over $100 or as indicated in the annual
budget. Offer a written account of monies received to Committee Chairperson after verification by
Treasurer & Committee Chairperson.
d.
Present a budget prepared by the Executive Board and Fundraising Chairpersons for the next fiscal
year at the last Home & School Association meeting for approval by the Association. The Treasurer should
serve as chair at this Budget Meeting and ensure minutes are taken, reviewed and approved.
e.
Submit solicitation forms to District Office.
f.
Provide cash boxes when necessary for a committee or event. At least one other member of the
Committee must count and sign off on the amount of cash box after an event before the Treasurer may
accept the cash for deposit.
g.
Present a financial report at each monthly meeting of the Association.
h.
Provide financial information to the Coordinating Council as required to maintain tax-exempt status.
Prepare bi-yearly reports to North Penn Coordinating Council, to provide for yearly audit.
i.
Ensure that the Association is bonded as provided by the NPSD Coordinating Council.
j.
Ensure timely deposit of all fundraising activities in the bank accounts established for the Association.
k.
Be responsible for sending a tax receipt/thank you letter to any individual who makes a charitable
contribution to the Association in a timely manner.
Section 6
The Corresponding Secretary shall:
a.
Be responsible for correspondence for the Association.
b.
Be responsible for the purchase and delivery of gifts, cards, etc. as outlined in the annual report and as
approved by the Executive Board and Chairpersons.
c.
Acknowledge National Education Week in November with Executive Board’s assistance.
d.
Coordinate and plan the end-of-year Home & School Association Dinner, including end-of-year gifts.
e.
Coordinate and plan the Staff Appreciation Luncheon for the end of the year with the Executive
Board’s assistance.
f.
Be responsible for certain end of year duties include engraving of Schickling Memorial and Inglewood
Scholarship plaques.
g.
Act as liaison with the Web Site Coordinator to make sure the Inglewood Home & School web pages
are kept up to date.
Section 7
The Recording Secretary shall:
a.
With the assistance of the Executive Board, prepare a calendar of events to submit to the Inglewood
office for the fiscal year which is then to be submitted to the District Office for printing on the District
Calendar.
b.
Be responsible for ensuring quorum at each general membership meeting.
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c.
Record the minutes of all meetings. Any motions/votes must be clearly documented within the
minutes. Provide a copy of the monthly Association meeting minutes on Home & School Web page within
two weeks of the meeting. Also place a hard copy in the Teacher’s Room.
d.
Bring to each meeting a copy of the by-laws, copies of the minutes from prior meetings in the fiscal
year and a list of the members of all standing and special committees.
e.
Maintain file of all documents distributed at monthly Association general membership meetings
including, but not restricted to, the minutes of the prior month’s meetings, the current agenda, the current
treasurer’s report and budget and any miscellaneous handouts.
f.
Maintain a list of Executive Board and Chairpersons’ contact information to be made available to the
Executive Board and Chairpersons.
g.
Coordinate with the Executive Board’s help and input a meeting to be held with committee chairs to
provide them with details and procedures of their committees, the policies of the Association, Inglewood
E.S. and the school district, at the beginning of the school year.
h.
Distribute, collect and maintain the End-of-Event Reports from each Committee Chair.
i.
Responsible for coordinating information from appropriate Chairpersons and school staff for monthly
activity calendar and newsletter.
Section 8. The Executive Committee shall fill any vacancy in any officer or Chairperson position that
occurs at any time during the fiscal year due to any reason. Vacancies should be filled expediently, no later
than the end of a 90-day period. The time a replacement officer serves shall not count against the any term
limit contained in these By-Laws.
ARTICLE VIII - NOMINATION AND ELECTION OF OFFICERS
1.
The Nominating Committee shall be solicited and approved by the Executive Board by the January
general membership meeting.
2.
The committee shall consist of at least (2) members of the Association, the chairperson having been a
member of the Executive Board and one or more from the general membership.
3.
The Nominating Committee shall advertise Executive Board position elections by the March general
membership meeting, highlighting the open positions.
4.
The committee shall present a slate of qualified prospective officers with one or more candidates for
each office at the April general membership meeting. That list to be posted on the Inglewood web pages at
that time.
5.
All nominees shall have expressed a willingness to serve prior to their names being placed in
nomination.
6.
The final slate of nominees shall be distributed to the general membership at least one (1) week prior
to the election. At this point no further nominations shall be accepted. This slate should be sent home in
backpack distribution and also posted on Home & School Web pages.
7.
Elections shall be held at the May general membership meeting, to be held on school property. Each
member of the Association attending this meeting represents one vote, excluding Inglewood Staff Members.
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8.
If there is more than one nominee for an office, the election will be held by secret ballot. In this case,
an announcement shall be sent out to all Association members at least one week prior to the election with a
brief note from each nominee detailing their intent and qualifications.
9.
Votes will be tallied by the Nominating Committee immediately and results communicated to parents
and guardians via backpack and web pages.
10.
The elected officers assume their duties at the start of the new fiscal year.
11. If a vacancy occurs in the office of President, the Vice-President shall fill the vacancy for the balance
of the term. All other vacancies shall be filled by appointment of the Executive Board and approved at a
general membership meeting.
ARTICLE IX - CHAIRPERSONS AND STANDING COMMITTEES
Each standing committee shall be led by at least one (1) Chairperson, although there may be
Section 1
more than one Chairperson for each Standing Committee. The President and the Vice-President of the
Association shall be an ex-officio member of each committee noted below. Each Chairperson will be tasked
with the following responsibilities:
a.
Each Chairperson shall seek to follow District and By-Law policies. Each Chairperson shall refer to
Article III and to the Committee Chair Guidelines and Forms found on the Inglewood Home & School web
pages. District policies can be found on the North Penn School District Web Page under “Our District –
Policies & Regulations.”
b.
Each Chairperson appointment shall be for a term of one year. More than one individual may hold this
position. If after two years/events the same chair is in the position, the position will be advertised for a new
chairperson or co-chair of the committee.
c.
Each committee shall meet to establish goals and review budget.
d.
Prepare two copies of an end-of-event report: one for inclusion in the permanent file and one for the
incoming chairperson(s). The report is to include the list of goals, accomplishments, recommendations,
(basically, a general outline of duties and responsibilities) and copies of all flyers sent home.
e.
Each Chairperson shall maintain records of profits and expenses in order to provide an accurate
account of their committee budget to the Treasurer. This should include money collected and receipts for
reimbursement. Chairperson(s) shall maintain accurate accounting of expenses by the committee (i.e.
receipts, contracts, etc.) in order for reimbursement and to stay on budget.
f.
Each Chairperson is responsible for requesting cash box from Treasurer at least one week before
event. Immediately following the event, the cash box(es) needs to be counted by at least one committee
member prior to submission to Treasurer for deposit.
g.
Within one week of event all receipts should be submitted to Treasurer for reimbursement.
h.
Prepare for the President all handouts (which include “Inglewood Home & School Association” and
date. No written information shall be distributed to the Home & School or Inglewood students without prior
approval of the President. Chair is to make copies of the main event flyer (i.e. looking for volunteers) to
give to backpack chair at least two weeks prior to event for distribution.
i.
If your event is not on the calendar, make arrangements with the President for the appropriate District
space requisitions.
j.
New appointments may be made if a Chairperson is unable to perform his or her duties as stated in the
job description.
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k.
Attend general monthly meetings of the Home & School Association or, if pertinent, contact a member
of the Executive Board prior to the meeting with your report.
l.
Contact Calendar/Newsletter Chairperson with information to be included on the Home & School
monthly calendar and newsletter.
BACKPACK WEDNESDAY
a.
Meet Tuesday mornings, as needed, in the cafeteria to assemble packets of information to be
distributed to students on Wednesday in their homerooms. The packets are delivered to the Youngest
Member in each family with students at Inglewood.
b.
The Chairperson must inform the committee weekly to confirm the need to meet.
c.
The Chairperson must obtain labels (Youngest Member) from the office to put on the front page of all
packets.
d.
Two extra packets must be placed in the teachers’ lounge, one extra packet must be placed in the
binder located in the office, one extra placed in each of the Principal’s and the After Care coordinator’s
mailboxes and one extra packet should be given to the office secretary to be uploaded to the Home and
School website.
COORDINATING COUNCIL
a.
There shall be two representatives and one alternate, when possible, with representatives having
attended Home and School general membership meetings on a regular basis.
b.
Attend monthly Coordinating Council meetings.
c.
Keep Association informed of North Penn School Board activities as reported through Coordinating
Council.
d.
Provide refreshments for Coordinating Council members when meeting is held at Inglewood.
FITNESS PROGRAM COORDINATOR
a.
For Olympic Day, assist Physical Education Teacher with programs, coordinate lunchtime activities
and schedule volunteers.
FUNDRAISING ACTIVITIES
a. Those activities on the proposed calendar that are fundraisers.
b. Chairperson(s) of fundraiser(s) shall have served at least one (1) year on a Home & School Committee
in a North Penn School District Home & School Association or shall have attended general membership
meetings.
c. The Chairperson shall coordinate with President and the Treasurer on the development of annual
fundraisers.
d. Separate committees may be established for each fundraiser.
e. Each chairperson responsible for choosing a company (see Article III, Section 2), deciding what is being
sold, distributing flyers, collecting orders and money, overseeing the distribution of items and recruiting
volunteers.
GOODWILL
a.
In the beginning of the school year, the Chairperson reviews with the 6th grade class what their
responsibility is as a “goodwill helper” for the entire school year. (for example Red Ribbon Week.).
b.
The Committee is responsible for coordinating Red Ribbon Week.
c.
Research the needs of the community and organize programs to increase student awareness and
participation in service projects and efforts to aid others.
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HOMEROOM PARENT COORDINATOR
a.
Establish list of homeroom parents after class assignments are made available.
b.
Meet with all homeroom parents to present a list of their duties along with a copy of their class
list. At this meeting, have each class’s Homeroom Parents designate one parent or guardian to be the
teacher contact.
c.
Maintain contact information for all parents.
d.
Using previous year’s Kindergarten homeroom parents, the Committee will schedule volunteers
during first week of school lunches to help First Grade learn Lunchroom procedures, working with the
Cafeteria Staff.
HOSPITALITY COORDINATOR
a.
Compile a list of volunteers who are willing to donate baked goods or other items at Home & School
events.
b.
Coordinate with committee chair to determine the specific needs of the event.
c.
Contact volunteers 1-2 weeks prior to an event to fulfill needs of event.
LABEL COLLECTIONS/SUPERMARKET FUNDRAISING/BOX TOPS
a.
Collect Labels, Register Tapes and Box Tops from classes several times a year.
b.
Submit labels, tapes and box tops for cash or merchandise.
c.
Promote bonus programs.
ODYSSEY OF THE MIND
a.
Publicize information nights (both Inglewood and District) beginning of school year to help facilitate
teams.
b.
Ensure coaches have proper clearances and training.
c.
Work with school to highlight program in any means appropriate.
READING AND WRITING PROGRAMS
Different Chairpersons may be established for each program to coordinate with the Reading Specialist to
support the following reading/writing programs:
Reading Incentive – periodic incentive programs to promote at-home reading, including the Reading
Olympics.
RIF – attend district-wide RIF meetings, assist in planning and running first-grade RIF book distributions
and classroom activities.
Spiral Binding – operate and maintain the spiral binding machine and supplies as requested by teachers.
RECYCLE COORDINATOR
a.
Responsible for the collection of recycled items, packaging those items and mailing them to the
Recycle Company.
b.
Promoting recycling efforts to the staff and students through flyers, contests, etc.
SCHOOL DIRECTORY
a.
Responsible for the collection and distribution of information to be included in the school directory,
with a distribution target date the end of October.
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SPECIAL EVENTS
a.
Special Events are those activities on the proposed calendar planned for Inglewood students and their
families beyond the regularly scheduled school hours.
b.
Ideally, each Special Event should require a minimum of two co-Chairpersons.
c.
The Chairpersons will oversee the concept, theme, planning, entertainment, food, activities, publicity
and clean up of that event. They are also responsible for recruiting and scheduling volunteers.
d.
Refer to Guidelines for Special Events and Forms found on the Inglewood Home & School web pages.
VOLUNTEER AIDE COORDINATOR
a.
Coordinate with the staff to determine their needs, recruit volunteers and work with the District staff to
train them.
b.
Keep records of volunteers’ names, addresses and hours to make available to District Office when
requested.
c.
Be a liaison between the volunteers and the District.
d.
Make volunteers aware of district policies (i.e. TB tests, criminal record checks)
e.
Attend District-sponsored meetings to meet with other coordinators and exchange information.
WEB SITE COORDINATOR
a.
Responsible for updating and posting information on the Home & School section of Inglewood
Elementary web page(s).
b. Responsible for sending e-blasts when directed by the President.
ARTICLE X - BY-LAWS
1.
A committee, consisting of at least one Executive Board member, shall be appointed by the President,
when no volunteer interest is shown and approved by the Executive Board and Chairpersons by January to
review, every two years, revise and update if necessary, the By-Laws of the Association.
2.
Any revisions to these By-Laws must be voted and approved by a quorum of the Association with one
month’s notification. Revisions must be presented no later than March at a general membership meeting.
Revisions must be posted at least one month in advance of a vote. Changes can be voted on by a majority
vote when a quorum is present.
3.
Revisions are to become effective at the start of the next fiscal year.
4.
Individual changes will pass with a two-thirds majority vote of the members present and voting at a
general membership meeting, providing a quorum is present. Copies of the proposed change will be made
available to all voting members at least two weeks preceding that general membership meeting.
2014 By-Laws Review Committee:
Chris Schwar
Wendy Blanch
Lilian Harrell
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