Gwynedd Square Home and School Association
Bylaws
ARTICLE I: NAME
The Name of this Association shall be Gwynedd Square Home and School Association
or H & S. Hereafter referred to as the “Association”.
The Association is a chapter of the North Penn School District Coordinating Council,
Inc., established pursuant to the Pennsylvania Non-Profit Corporation Law, Section
5511. To the extent the provisions of this chapter’s bylaws conflict with the dissolution,
purpose, or financial reporting requirements set forth in Coordinating Council’s bylaws,
the provisions of the Coordinating Council bylaws will prevail.
ARTICLE II: OBJECTIVES
The objectives of the Association shall be as follows:
1. To promote the welfare of children in the home, school and community.
2. To foster a closer relationship between the home and school so that families, faculty,
staff and administrators may cooperate intelligently in the educational development
of the children.
3. To raise funds for educational enrichment and other items deemed by its members to
be beneficial to the school and/or its students beyond those provided by the North
Penn School District.
4. To strive for total communication between administration, faculty, staff, families and
students.
ARTICLE III: BASIC POLICIES
1. The said organization is organized exclusively for charitable, religious, educational,
and scientific purposes, including for such purposes, the making of distributions to
organization that qualify as exempt organizations under section 501(c)(3) of the
Internal Revenue Code, or corresponding section of any future federal tax code.
2. No part of the net earnings of the organization shall inure to the benefit of, or be
distributable to its members, trustees, officers, or other private persons, except that
the organization shall be authorized and empowered to pay reasonable
compensation for services rendered and to make payments and distributions in
furtherance of the purposes set forth in the purpose clause hereof. No substantial
part of the activities of the organization shall be the carrying on of propaganda, or
otherwise attempting to influence legislation, and the organization shall not
participate in, or intervene in (including the publishing or distribution of statements)
any political campaign on behalf of any candidate for public office. Not withstanding
any other provision of this document, the organization shall 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, or corresponding
section of any future federal tax code, or (b) by an organization, contributions to
which are deductible under section 170(c)(2) of the Internal Revenue Code, or
corresponding section of any future federal tax code.
3. Upon the dissolution of the organization, assets shall be distributed for one or more
exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue
Code, or corresponding section of any future federal tax code, or shall be distributed
to the federal government, or to a state or local government, for a public purpose.
Any such assets not disposed of shall be disposed of by the Court of Common Pleas
of the county in which the principal office of the organization is then located,
1
Gwynedd Square Home and School Association
Bylaws
exclusively for such purposes or to such organization or organizations, as said Court
shall determine, which are organized and operated exclusively for such purposes.
4. The Association shall carry out the objectives set forth in Article II and shall be
developed through meetings, committees and projects.
5. This Association shall be noncommercial, nonsectarian and nonpartisan. It shall not
endorse a commercial enterprise or a candidate. The name of the Association or the
names of any members in their official capacities shall not be used in any connection
with a commercial concern or with any partisan interest or for any other purpose than
the regular Association business.
6. This Association shall seek neither to direct the administration or activities of the
school nor to control its policies.
7. This Association may cooperate with other organizations and agencies active in child
welfare, such as conference groups or coordinating councils, providing its
representative makes no commitments that bind that group without its consent.
8. In the event of the dissolution of the Association, no part of the assets of the
Association will inure to the benefit of any member, but will be distributed to
organizations described in section170(c) of the Internal Revenue Code, or
corresponding section of any future federal tax code.
9. The Association will have a balanced budget with no less than $5000 carried over
from the prior fiscal year to the new fiscal year.
10. The fiscal year shall begin July 1st and end June 30th.
ARTICLE IV: MEMBERSHIP AND DUES
1. Membership in the Association shall be open at any time to any parent, guardian, or
faculty associated with Gwynedd Square Elementary School.
2. Membership shall run from the beginning of the calendar school year for one school
year.
3. There will be one vote per adult member. A member must be present at the meeting
to vote. There will be no absentee voting.
4. The annual dues will be set by the Executive Board at the April Budget Meeting.
ARTICLE V: FINANCE
1. The annual budget of estimated income and expenses shall be prepared by the
current Executive Board and put forth for an approval vote at the May Association
meeting.
2. The approved budget shall be made public to all parents at the start of the school
year, and at the first Association meeting of the school year.
3. Changes in the budget throughout the fiscal year must be approved by the general
membership at a monthly Association meeting.
4. Requests for funds that are not included in the approved budget and are less than
$200 will be considered by the Executive Board for approval.
5. Requests for funds that are not included in the approved budget and are $200 or
more will be put forth for an approval vote at the monthly Association meeting before
funds can be released.
6. Checks can only be signed after being made “Payable To” a certain party. Two
signatures are required on every check.
2
Gwynedd Square Home and School Association
Bylaws
ARTICLE VI: EXECUTIVE BOARD
1. The Executive Board shall consist of a President or Co-Presidents, Vice President –
Social Events, Vice President – Fundraising, Treasurer or Co-Treasurers, Recording
Secretary, and Corresponding Secretary.
2. Officers shall be elected at the last scheduled Association meeting prior to the end of
the school year.
3. Each elected officer will assume their duties at the conclusion of the school year with
the exception of the Treasurer, whose term will coincide with the fiscal year (see
Article III, section 10) and each shall serve a term of one year.
4. No Executive Board member shall be eligible for the same position for more than
three consecutive terms, unless unopposed.
5. Vacancies will be handled as follows:
A. If a vacancy occurs in the office of the President, the remaining Co-President
shall fulfill the office of the President. If there is only one President, then one
of the Vice Presidents shall fill the position until the end of the term.
B. All other vacancies in the Executive Board shall be filled by appointment of
the Executive Board with the approval of the general membership for the
remainder of the term.
6. A special meeting of the Executive Board may be called by any of the members of
the Executive Board.
7. The guidelines of the Executive Board shall be:
A. To transact business between Association meetings. The Executive Board
will meet each month to plan the agenda for the Association meeting.
B. To assign an Executive Board member to function as an oversight to each
standing committee. Oversights will support committee chairpersons, keep
informed of committee actions and intentions and to give reports at Executive
Board meetings, if needed.
C. To ensure that chairpersons are appointed for all standing committees.
D. To ensure that chairpersons are appointed for the Nominating Committee.
E. To approve unbudgeted expenditures, not to exceed $200 per item.
F. To set the time and date of Association meetings for the fiscal year.
G. To complete the calendar for the following year.
H. To prepare an annual budget of estimated income and expenses for the
upcoming year.
I. Appoint Special Committees.
8. No Executive Board member shall chair a committee unless no one else can be
found to volunteer.
ARTICLE VII: EXECUTIVE BOARD OFFICERS AND THEIR DUTIES
1. The term of the Executive Board members shall be one year and shall be eligible for
the same office for no more than three years.
2. The office of the President must be filled by member who has served at least one
year on the Executive Board.
3. The guidelines of the officers:
A. President/Co-Presidents
1. Preside over all Association meetings.
2. Conduct monthly Executive Board meetings.
3. Prepares agendas for Executive Board and Association meetings.
4. Maintain contact with Executive Board members to ensure that
events run smoothly.
3
Gwynedd Square Home and School Association
5.
6.
7.
8.
Bylaws
Co-signs checks with the Treasurer.
Maintain bylaws.
Meet with the Principal as needed.
Represent the Association at official functions and Presidents
meetings or appoint a representative.
9. In conjunction with the Executive Board and Principal, prepare a
calendar of events for upcoming year to be submitted to the District.
10. Serve as a primary liaison with the North Penn School District
Administrators.
11. Create/Maintain the H&S email account and distribution list.
12. Perform all other duties usually pertaining to that office.
B. Vice President – Social Events
1. Act as an aide to the President/Co-Presidents.
2. Coordinate committee chairpersons and provide them with the
details and procedures of their committee, the Association, school,
and district policies.
3. Oversee and assist Chairpersons responsible for social events.
4. Maintain file of social event committee folders/binders and current
volunteer lists.
5. Obtain updated reports from Committee Chairpersons from previous
and upcoming events. Retrieve event files and current reports for
files from chairpersons.
6. In conjunction with Executive Board, prepare preliminary Calendar
of Events and present to membership for approval at April’s
meeting.
7. Perform all other duties pertaining to the office.
C. Vice President – Fundraising
1. Act as an aide to the President/Co-Presidents.
2. Coordinate committee chairpersons and provide them with the
details and procedures of their committee, the Association, school,
and district policies.
3. Oversee and assist Chairpersons responsible for fundraising
events.
4. Prepare and submit all District forms for Fundraising.
5. Form committee and prepare Fundraising plan for next fiscal year.
Present to membership for approval at April’s meeting.
6. Maintain file of fundraising committee folders/binders and current
volunteer lists.
7. Perform all other duties pertaining to the office.
D. Recording Secretary
1. Record the minutes of all meetings of the Association and Executive
Board.
2. Provide Board and membership with a copy of the minutes for
modification and approval. Approved minutes should be made
public to parents.
3. Forward the approved copy of the preceding month’s minutes to the
webmaster to post on Associations website and include the date
and time of the next meeting.
4. Maintain and keep all records of meeting minutes pertaining to the
Association.
5. Maintain a copy of the Association’s by-laws.
4
Gwynedd Square Home and School Association
Bylaws
6. Perform all other duties pertaining to the office.
E. Corresponding Secretary
1. Responsible for all correspondence for the Associations business,
excluding publicity for Association events.
2. Responsible for the purchase and delivery of gifts, cards, etc., as
outlined and as approved by the Executive Board.
3. When Recording Secretary is unable to attend and Association
meeting, take minutes and distribute minutes to the appropriate
parties.
4. Perform all other duties pertaining to the office.
F. Treasurer
1. Receive all monies of the Association
2. Keep a full and accurate record of all receipts, bank accounts, and
expenditures.
3. Pay out funds in accordance with the approved policies and budget
of the Association.
4. Pay out non-budgeted expenditures as approved by the Executive
Board and in accordance to the by-laws.
5. Present a Treasurer’s report at every Association meeting and
whenever requested by the Executive Board.
6. Prepare bi-yearly reports as required by chapter membership of the
North Penn Coordinating Council.
7. Prepare a “Year-to-Date” report to present at the last scheduled
Association meeting.
8. Preside over the annual budget meeting with Executive Board at the
annual budget meeting held in April.
9. Present proposed budget for the upcoming fiscal year for approval
by the General Membership at the last meeting of the year.
10. Have all checks co-signed by the President/Co-President.
11. Remove monies and invoices from the Association’s mailbox in a
timely manner.
12. Attend Treasurer’s meetings.
13. Perform all other duties pertaining to the office.
G. Co-Treasurer
1. Provide a cash box when necessary for a committee or event.
2. Be responsible for depositing in the Association’s bank account,
monies collected from events in a timely manner.
3. Be responsible for providing committee chairs with procedures for
the use of the Association cash box.
4. Perform all other duties pertaining to the office.
ARTICLE VIII: NOMINATION AND ELECTION OF OFFICERS
1. Composition
A. The Nominating Committee shall be solicited and approved by the
President/Co-Presidents.
B. The Nominating Committee shall consist of two members of the
Association and one member from the Executive Board.
2. The Nominating Committee shall
5
Gwynedd Square Home and School Association
Bylaws
A. Advise all Association members of the pending election one month prior
to the election and request, by letter, any names to be entered into
nomination.
B. Publish a list of nominees at least one week prior to the election.
C. Following the Nominating Committee report at the election, an opportunity
shall be provided for nominations from the floor.
3. Election
A. The election of officers will take place immediately following nominations
at the May meeting.
B. If only one nominee is present for an office, the Recording Secretary shall
be instructed to cast a unanimous vote for the nominee.
C. 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. The
election will take place at the May meeting. Votes will be tallied by the
Nominating Committee within 24 hours of the election. The committee
will post the results within three days. A communication will be sent to all
parents notifying them of the results of the election.
4. Installation
A. The elected officers shall be installed by the outgoing officers and
assume their duties at the conclusion of the school year, with the
exception of the Treasurer whose term will coincide with the fiscal year
(see Article III, section 10).
ARTICLE IX: MEETINGS
1. Executive Board Meetings
A. Executive Board meetings shall be held monthly prior to the general membership
meeting. The agenda for the Association meeting shall be set. All duties of the
Executive Board shall be fulfilled.
B. A majority of the Executive Board shall constitute a quorum.
C. The Recording Secretary shall take minutes of the Executive sessions.
D. Special meeting of the Executive Board may be called by the President, upon
notification of all Executive Board members.
2. Association Meetings
A. General membership meetings will be held monthly from September through May
unless otherwise indicated by the Executive Board.
B. Each adult member of the Association in attendance at an Association meeting
represents one vote. The Executive Board, with the exception of the President is
eligible to vote. The President will cast the deciding vote in the event of a tie. If
there are Co- Presidents, the Co-Presidents will alternate voting power.
C. All votes shall be taken by secret ballot and tallied and reported by the
Corresponding Secretary.
D. A quorum shall consist of a majority of Association members in attendance at a
given meeting.
E. Unless otherwise specified, Robert’s Rules of Order will govern the proceedings
of the meeting.
6
Gwynedd Square Home and School Association
Bylaws
ARTICLE X: PROCEDURES
1. General
A. The Principal must approve any activity planned by the Association.
B. Any communications that are sent by the Association to the general student body
must have prior approval of the President or Vice-President responsible for the
committee sending the communication and the Principal.
C. Any funds requested of the Association by the Principal must first be presented in
Executive Session.
D. The district printing system requires a ten day window on all correspondence that
needs to be district copied.
2. Money Handling & Collection
A. Event and fundraising chairpersons are accountable for familiarizing themselves
with the published 1) money collection guidelines, 2) cash box guidelines, 3)
money counting procedures, and 4) reimbursement/ check request procedures,
and for adhering to these guidelines and procedures at all times. These
guidelines and procedures are posted on the Home & School website annually,
and are also distributed with the Chairperson Information Packets at the
beginning of the school year. The Association Treasurer/ Co-Treasurer should
be contacted with any questions.
B. General Money Handling Guidelines & Information
1. A paper trail with receipts and written record of cash and/ or check
transactions/ collections is required.
2. A detailed record of name, check #, and check or cash amount is to be kept
by the volunteer(s) collecting checks/ cash, and a copy provided to the
Association Treasurer/ Co-Treasurer when the monies are transferred.
3. Prior to an event, a cash box is to be requested from the Association
Treasurer/Co-Treasurer as per the Cash Box Guidelines and a minimal
number of cash boxes/cash collection points shall be established for an event
or fundraiser.
4. Two people, and no more than three, are required to oversee each cash box
at an event. The cash boxes shall not be left unattended or without direct
supervision at all times.
5. For events/ fundraisers in which cash/ check donations or fees are collected
in advance of the event/ fundraiser, the monies collected is required to be
regularly transferred (i.e., shall not be accumulated/ held for more than five
days) to the Association Treasurer/ Co-Treasurer for bank deposit (i.e., in
some cases, multiple deposits to the Treasurer/ Co-Treasurer may be
required).
6. Monies collected prior to an event/ fundraiser shall not be used to establish a
cash box needed for an event, and all cash box requests needs to be made
to the Treasurer/ Co-Treasurer ~1 week prior to the event, as per the cash
box guidelines.
7. Monies (i.e., cash) shall not be used to purchase supplies for an event. The
money is to be transferred to the Association Treasurer/Co-Treasurer for
deposit, and reimbursement for supplies purchases be handled by following
the check request/ reimbursement guidelines.
8. At the conclusion of an event or fundraiser, the money collection guidelines
needs to be followed for transfer of money to the Association Treasurer/ CoTreasurer.
7
Gwynedd Square Home and School Association
Bylaws
9. For monies collected at an event, the cash box contents is required to be
reconciled on the premises by the chair of the event/ for that portion of the
event, and verified by two members of the Executive Board, before the
Association Treasurer/ Co-Treasurer accepts the cash box for deposit.
Monies collected can only leave the premises of an event in the possession
of a Home & School Executive Board Member.
10. For events in which large amounts of money may be collected, an Executive
Board Member is required to make an interim count/ collection of cash box
contents, and maintain these in a locked container/ bank bag in their
possession throughout the event.
ARTICLE XI: COMMITTEES
1. All chairpersons and committee members shall be obtained on a volunteer basis
from the general membership.
2. Any committee may be chaired by more than one person.
3. The Chairperson shall keep an organized file of all information related to the
committee. The Chairperson shall deliver to their successor all files related to the
committee.
4. The Executive Board will provide the chairperson with a packet of information which,
at least, will include: the budget/goal, a current volunteer list, money reimbursement
forms, H&S event form, a committee summary report, and any information from
previous years.
5. The Executive Board oversight will ensure that any required forms have been
submitted and approved prior to the event. These forms include, but not limited to North Penn School District Use of Facility forms and/or North Penn District Approval
Form – Solicitation and Sales.
6. The chairperson will be informed of the committee’s budget. There is a budget
assigned to each committee not expected to earn a profit. This budget will be set at
an amount appropriate to the customary expenses of the committee. A committee
must make a request for additional funds. The Executive Board can approve or deny
any request for additional funds up to two hundred dollars ($200). If over two
hundred dollars, the request must be brought to general membership for a vote.
7. A member of each committee shall attend the monthly general Association meeting
prior to their event to give a report of the committee activities.
8. The Executive Board reserves the right to cancel any event due to lack of sufficient
participation or volunteers to support the event.
ARTICLE XII: BYLAW AMENDMENTS AND REVISIONS
1. The bylaws may be amended when new amendments are proposed and submitted
to the Executive Board in writing.
2. After review and approval by the Executive Board, the proposed amendment(s) will
be presented at the Association meeting, for review by the general membership.
3. A majority vote of members present shall be needed to approve the amendment(s).
4. These bylaws shall be reviewed every two years and submitted to Coordinating
Council upon approval.
Adoption of Bylaws: 1991
Amended: March 2011
8
Gwynedd Square Home and School Association
Accepted by
9
Bylaws