Rev’d 2/09
Hunterdon Central Regional High School Project Graduation
By-Laws
Article I
Name
The name of the organization shall be the “Hunterdon Central Regional High
School Project Graduation Committee.”
Article II
Purpose
The primary purpose of the Committee shall be to aid and assist the Board of
Education and the school administration in the planning, promotion, and
implementation of a graduation celebration for the current and future graduating
classes of Hunterdon Central Regional High School. The intention of this
celebration is to promote a safe environment, free of drugs and alcohol.
Article III
Membership
Membership on the Committee shall consist of parents/guardians of HCRHS
students regardless of grade level, as well as the Project Graduation Coordinator
and the Vice Principal of the class. To be considered an active member, a parent
must have attended at least one general or committee meeting.
Article IV
Organization/Leadership
A.
Officers – The Committee shall elect annually a parent/guardian of a
senior class student for the following positions:
President or co-presidents
Vice President
Corresponding Secretary
Recording Secretary
Treasurer
B.
C.
Nomination of Officers
1.
Officers shall be nominated at the January meeting for the
following school year. The organizational meeting will be
scheduled and conducted by the Project Graduation Coordinator.
2.
All members of the Committee that are parents/guardians of
current junior students are eligible to run for the positions in
Article IV, Section A.
3.
All nominees must accept the nomination in order to be on the
ballot. Acceptance may be in person at the time of the nomination,
or in written form if the nominee is not present to accept the
nomination.
Election of Officers
1.
Officers will be elected at the February meeting by a majority vote
of attending Committee members. Committee members that have
attended at least one meeting prior to the election may vote via
email if they are unable to attend.
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2.
Article V
All elected officers will formally take control in May following
their election. During the period between their election and taking
office, those elected officials are expected to work in conjunction
with the sitting officers to ensure a smooth transition.
Duties of Elected Officers
A.
President (co-presidents will delegate duties if applicable)
1.
Report directly to Project Graduation Coordinator;
2.
Plan and preside over all general Committee meetings, including
email notification to all Committee members at least 24 hours prior
to general meetings;
3.
Oversee creation of all sub-committees including appointment of
chairpersons, and monitor work being done by all sub-committees;
4.
Service as an ex-officio member of all sub-committees;
5.
See that all decisions of the Committee are acted upon;
6.
Train replacement president and provide such with all necessary
forms.
B.
Vice President
1.
Assume the duties of the President in the latter’s absence;
2.
Keep accurate records of organization membership including
maintaining attendance records for general meeting;
3.
Secure all necessary licenses, permits for fund raising, and
permission for HCRHS facility use;
4.
Train replacement vice president and provide such with all
necessary forms.
C.
Corresponding Secretary
1.
Handle and report all correspondence except solicitation letters
prepared by the Business Donations Chair;
2.
Coordinate all committee mailings, including providing all stuffed,
addressed and sealed envelopes to Project Graduation Coordinator;
3.
Assume the duties of the Recording Secretary in the latter’s
absence.
4.
Write all “Thank You” notes to all Project Graduation donators;
5.
Train replacement Corresponding Secretary and provide such with
all necessary forms.
6.
Maintain contact with local media, including but not limited to the
Hunterdon County Democrat, Star Ledger, HCTV, HC Radio, The
Lamp, and Listserv, to assist with advertising for all fund raising
activities.
D.
Recording Secretary
1.
Keep an accurate record of all general Committee meetings;
2.
Email copy of general Committee meeting minutes to Project
Graduation Coordinator, Website Coordinator and Vice Principal
no more than 2 weeks after meeting date;
3.
Report minutes of previous general meetings at the beginning of
each meeting;
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4.
E.
Article VI
Take attendance at all general meetings and email to Vice
President no more than 2 weeks after meeting date;
5.
Assume the duties of the Corresponding Secretary in the latter’s
absence;
6.
Train replacement Recording Secretary and provide such with all
necessary forms.
Treasurer
1.
Deposit all monies and proceeds of fund raising with the school
business office within 3 business days of receiving monies;
2.
Submit check/payment requests to the Project Graduation
Coordinator with required paperwork for all expenses relating to
fund raising, mailing expenses, and gift purchases.
Checks/payments for bus transportation and graduation night
facilities will be completed by Project Graduation Coordinator and
copies of paperwork will be provided to the treasurer.
3.
Submit all required fund raising requests and summaries to Project
Graduation Coordinator;
4.
Maintain accurate and detailed financial records of the above
transactions;
5.
Present a financial report at each meeting;
6.
Maintain regular contact and update debts and expenditures with
all sub-committees;
7.
Obtain all financial records for each sub-committee;
8.
Train replacement treasurer and provide such with all necessary
forms.
Appointed Positions
All appointed positions will be approved by the Executive Committee. In the case
that more than one person volunteers for a position, and if those candidates chose
not to co-chair the position, the EC will conduct brief interviews and select a
candidate.
New appointed positions can be created at the suggestion of the Project
Graduation Coordinator or Executive Committee and must be approved by the
Executive Committee.
A.
Website Coordinator
1.
Work in conjunction with Project Graduation Coordinator to
update and monitor Project Graduation Committee site;
2.
Upload all Committee and sub-committee documents to Project
Graduation Committee site.
3.
Maintain regular contact with HCRHS Public Communication
Officer to ensure that the general Project Graduation information
site is updated and accurate.
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4.
B.
C.
D.
E.
F.
Create and maintain member email addresses and provide the lists
to the Project Graduation Coordinator, the Executive Committee
and all sub-committee chairs.
Business Donation Chair
1.
Prepare all correspondence for solicitation of funds for general
contributions;
2.
Maintain records of all contributors, including those that donate to
fund raisers, to ensure that the same companies or individuals are
not solicited more than once;
3.
Provide Correspondence Secretary with contact information and
nature of contribution of all companies/individuals that donate;
4.
Organize and maintain records of rest of committee (if necessary);
5.
Assist in the training of next Business Donation Chair.
Municipal Alliance Chair
1.
Facilitate the collection of all attendance records from general and
sub-committee meetings for the purposes of completing the
required Municipal Alliance forms;
2.
Complete all required forms for the Municipal Alliance;
3.
Organize and maintain records of rest of committee (if necessary);
4.
Assist in the training of next Municipal Alliance Chair.
Gifts Chair
1.
Research and recommend gifts for graduating class and ensure that
gifts are comparable to costs of gifts of previous class;
2.
Facilitate the ordering, receiving and distribution of gifts once
approved by the Committee;
3.
Organize and maintain records of rest of committee (if necessary);
4.
Assist in the training of next Gifts Chair.
Fund Raising Activity Chair
1.
Organize a sub-committee to help organize and run the event, and
maintain records of the rest of the committee;
2.
Locate and secure a location for the event;
3.
Solicit contributors for all necessary materials to carry out the
event;
4.
Plan and run the event;
5.
Facilitate the sale of tickets;
6.
Maintain all required contact with Executive Committee, Website
Coordinator, Business Donations Chair and Municipal Alliance
Chair;
7.
Handle all issues/concerns that arise with the planning and
carrying out of the event;
8.
Maintain volunteer hours worked by all committee members.
9.
Assist in the training of next Fund Raising Chair.
Cash Raffle Chair
1.
Assist Vice President with ascertaining all required
licenses/permits;
2.
Order and distribute raffle tickets;
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3.
4.
5.
6.
Oversee collection of tickets and payments;
Maintain accurate records of all ticket sales and prizes;
Maintain all required contact with Executive Committee, Website
Coordinator, Business Donations Chair and Municipal Alliance
Chair;
Assist in the training of next Cash Raffle Chair.
Article VII
Committees
A.
Executive Committee
The Executive Committee (EC) shall be comprised of the five elected
officers, the Project Graduation Coordinator, and the Vice Principal of the
class. The Executive Committee will facilitate the process of conflict
resolution, provide advice and consent on all appointed positions, and
render decisions in the absence of the full committee.
B.
Sub-Committees
The President and/or Project Graduation Coordinator may create and
appoint (with EC confirmation) chairpersons and members to subcommittees formed to facilitate the committee’s work. These committees
will have specific goals and objectives and may be deactivated upon
completion of their set goals and objectives. Subcommittees will submit
minutes and financial reports to the recording secretary, treasurer, Project
Graduation Coordinator, and Municipal Alliance Chair within a week of
the committee’s meeting(s).
Article VIII
Order of Business
The Project Graduation Committee shall follow Robert’s Rules of Order at all
general meetings.
Meetings shall consist of:
1.
Reading of previous meeting’s minutes (If previous meeting minutes have
been posted to website and emailed to all active members at least 48 hours
prior to the meeting, the reading may be waived if moved and seconded
AND if there are no objections);
2.
Reports by all EC officers and active committees;
3.
Attendance;
4.
Old Business;
5.
New Business;
6.
Adjournment.
Robert’s Rules of Order to be followed:
1.
Reading and approval of minutes;
2.
Reports of Officers, Boards, and Standing Committees;
3.
Reports of Special Committees;
4.
Special Orders;
5.
Unfinished Business;
6.
New Business
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Article IX
Voting Power
All committee members in attendance with the exception of the Project
Graduation Coordinator and the Vice Principal are eligible to vote on committee
matters discussed at a given meeting. The Project Graduation Coordinator will
only cast a vote to break a tie.
All members have equal voting power. No proxies are permitted.
Committee members may vote via absentee ballot on any issue discussed prior to
the meeting at which the vote takes place.
Article X
Expenditure of Funds
A.
All funds shall be deposited in the school activity fund designated Project
Graduation.
B.
All deposited funds will be used for the purposes of funding the current
year’s Project Graduation.
C.
Expenditures shall include, and be limited to expenses incurred in
operational costs, fund raising and graduation night expenses only.
D.
Upon payment of all bills, any surplus shall remain in the school Activities
Fund designated Project Graduation for use by future graduating classes.
E.
Expenditures shall not exceed $120.00 (was $100.00) per enrolled student
in the graduating class.
Article XI
Amendment of By-Laws
Any proposal to alter or amend the By-laws must be submitted in writing at a
regular meeting. The proposed change(s) must be read made available
electronically at least one week prior to the general meeting at which the
change(s) will be voted upon and must be read aloud at the meeting prior to the
vote.
Robert’s Rules of Order shall be the recognized guide on all questions not
specifically provided for in these by-laws.
Under the aegis of the Principal and/or Vice Principal, the Project Graduation
Coordinator will be empowered to reconcile differences and settle disputes that
cannot be resolved via the Executive Committee.
Article XII
Project Graduation Coordinator
A.
Position Title:
Project Graduation Coordinator
B.
Qualifications:
Applicant must hold a valid New Jersey Teaching/Sub Certificate.
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C.
Reports to:
Supervisor of Student Activities
Principal
D.
Description of Functions
To facilitate the successful completion of Project Graduation in
compliance with all Hunterdon Central Regional High School Project
Graduation By-Laws.
Specific Tasks
1.
Set up a calendar for general meetings;
2.
Set up and coordinate fund raising calendar with advice of EC and
sub-committee;
3.
Secure monies for payouts;
4.
Secure, read and sign all contracts necessary for the successful
completion of Project Graduation activities;
5.
Secure fund raisers;
6.
Secure facilities for general meetings and assist with securing
facilities for sub-committee meetings and fund raisers;
7.
Liaison to the communications facilities at HCRHS;
8.
Involved with setting budgets for the party;
9.
Hold elections for the organizations officers selection;
10.
Secure law enforcement and medical personnel for functions;
11.
Maintain records of Project Graduation;
12.
Provide emotional stability to the chairpersons;
13.
Chaperone/supervise the Project Graduation evening and secure
additional chaperones;
14.
Mediate concerns/problem solve;
15.
Supervise activities;
16.
Facilitate meetings when appropriate;
17.
Maintain the integrity and meaning of Project Graduation by
ensuring that the students remain the priority;
18.
Oversee the logistical phoning for the evening;
19.
Attend training provided by Vice-Principals.
20.
Organize and facilitate student sign up and bus seating for
graduation night festivities.
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Article XIII
Certification of By-Laws
The undersigned hereby certify that the above By-Laws of this organization are
the true By-Laws of the organization herein described, named and set out as
adopted at a regular meeting of this organization held in the Township of Raritan,
County of Hunterdon, State of New Jersey on:
Date:
____________________________________
Project Graduation Coordinator:
____________________________________
President:
____________________________________
Vice President:
____________________________________
Supervisor of Activities
____________________________________
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