Our HSP's Bylaws

Enfield Erdenheim Home and School Partnership

Revised By-Laws – 4/2011

Article I: Name

Section 1: The name of this organization is the Enfield and Erdenheim Home and School Partnership. (Hereafter referred to as EEHSP.)

Section 2: The EEHSP is a local, independent, incorporated, nonprofit organization recognized by the IRS as exempt from federal income tax under Section 501(C) (3) of the Internal Revenue Code.

Article II: Goals

Section 1: To bring about a closer relationship between the home and the school so that

parents and teachers may cooperate in an informed manner in the education of the K-5

students of the School District of Springfield Township.

Section 2: To facilitate communication between the home and the schools.

Section 3: To promote and enhance the educational environment and programs of the

schools through financial and volunteer support.

Section 4: To provide a medium for parents and teachers to share ideas, experiences,

problems and solutions, and social interaction.

Article III: Members

Section 1: Any parent, guardian, or other adult standing in loco parentis for a student in

either school, interested in achieving the goals of the organization and willing to uphold

this organization's basic policies as defined herein, may become a member.

Section 2: Any staff member employed at either of the two elementary schools

interested in achieving the goals of this organization and willing to uphold the basic

policies of the organization as defined herein, may become a member.

Section 3: Only members shall have voting rights. No member may vote by proxy.

Section 4: Dues will be established by the executive board. A member must have paid

his or her dues at least 14 calendar days before a meeting to be considered a member

in good standing with voting rights.

Section 5: The principals of both elementary schools and the assistant principal of

Erdenheim Elementary shall be asked to serve in an advisory capacity to the

organization. These shall be non-voting positions.

Article IV: Basic Policies

Section 1: These by-laws shall constitute the regulating policies, structural organization

and governing rules of the EEHSP. A copy of the most recently approved bylaws shall

be posted to the EEHSP website and shall be made available upon written request.

Section 2: The EEHSP is a non-commercial, non-profit, non-sectarian and non-partisan

organization. It shall not endorse any commercial enterprise or any political candidate.

The name EEHSP or name of any members in their official capacity shall not be used in

conjunction with any commercial concern or with any political interest.

Section 3: The EEHSP shall not directly or indirectly participate or intervene in any

political campaign on behalf of or in opposition to any candidate for office.

Section 4: The EEHSP shall not seek to direct the administrative activities of the

schools, but shall work in conjunction with the administration to provide a quality

educational experience for all K-5 students of Springfield Township.

Section 5: Any activities not specifically prohibited by these bylaws may be undertaken

by the EEHSP if it is reasonably believed that the activity is consistent with the goals of

this organization as defined in Section 2 herein.

Section 6: Upon dissolution of this organization, after paying or adequately providing for

the debts and obligations of the organization, the remaining assets shall be distributed

to one or more non-profit funds, foundations, or organizations that have established

their tax exempt status under Section 501(c) (3) of the Internal Revenue Code as

determined by general membership.

Article V: Officers and Elections

Section 1: The officers of the EEHSP shall be: Co-Presidents, Co-Vice Presidents,

Treasurer and Assistant Treasurer, Co-Communications Liaisons and a Recording

Secretary.

Section 3: Officers shall be elected at the June meeting of the general membership of

the EEHSP.

Section 4: Nominations for officers shall be made by a Nominating Committee

consisting of at least three members. The members of the Nominating Committee shall

be appointed by the Executive Board upon recommendation of the President. The

Nominating Committee shall present a recommended slate of officers, with at least one

candidate for each office, to the Executive Board at a meeting held at least one month

prior to the election. All members interested in running for office must declare interest at

least fourteen days prior to the nominating meeting.

Section 5: Following the Nominating Committee's report, the Executive Board will

schedule a general election at the next meeting for EEHSP members. The Nominating

Committee will present the recommended slate of officers to the EEHSP membership at

that meeting.   Voting shall be by voice vote if the slate presented consists of only one

candidate for each office. If more than one person is running for an office, a ballot vote

shall be taken.

Section 6: Members are eligible for office if they are members in good standing, as

defined in Article III herein, for at least 14 calendar days before the nominating

committee presents its slate to the Executive Board.

Section 7: Officers are elected for one year and may serve no more than two

consecutive terms in the same office. Each person elected shall hold only one office at

a time.

Section 8: If there is a vacancy in the office of president, the vice president will act as

the interim president until the next regular meeting of the general membership. At the

next regularly scheduled meeting, the office of 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.

Section 9: Officers can be removed from office with cause by a two-thirds vote of those

present (assuming a quorum) at a regular meeting where previous notice has been

given.

Article VI: Duties of Officers

Section 1: Co-Presidents: The Co-Presidents will be the key leaders in promoting and

creating a unified organization. Accordingly, one Co-President will act as a liaison for

the K-1 building and one Co-President will act as a liaison for the 2-5 building. As

building liaisons, the Presidents will meet monthly together with the building principals

prior to the monthly general meeting. Each President will report on a regular basis to the

Executive Board on committee work and scheduled activities for their respective school.

Additionally, the presidents shall preside over all meetings of the EEHSP and the

executive board, represent the EEHSP at meetings outside the organization, serve as

an ex-officio member of all committees except the Nominating Committee, and

coordinate the work of all the officers and committees of the EEHSP. The Presidents

shall create an agenda for each month's meeting and have it distributed to the

membership at least four (4) days prior to the meeting. The Presidents will collaborate

on and forward highlights from the general meeting to the communications liaisons for

distribution at least one week after the meeting.

Section 2: Co-Vice Presidents: The Co-Vice Presidents shall support the Presidents

and serve as the fundraising officers, including chairing the Spring Festival. The Co-Vice

Presidents will attend the monthly meeting with the Presidents and Building Principals

when possible. The Co-Vice Presidents will automatically be nominated for President for

the following year if desired by the officer holder. Prior to the first general meeting, the

Vice-Presidents shall meet and determine who will perform the duties of President in the

event the office is vacated.

Section 3: Recording Secretary: The recording secretary shall record the minutes of

all meetings of the EEHSP and the Executive Board, maintain a current copy of the

bylaws of the EEHSP and the membership list, send a copy of the unofficial minutes

from the previous meeting to the communications liaison within one week after the

meeting, and present a written copy of the previous meeting's minutes at the start of

each meeting for approval. The recording secretary will perform other duties as may be

delegated by the President.

Section 4: Treasurer: The treasurer shall receive all funds of the EEHSP, keep

accurate records of receipts and expenditures, and pay out funds as authorized by the

executive board. The treasurer will present a financial statement at every meeting and

at other times of the year when requested by the Executive Board, and make a full

report to the membership of the EEHSP at the annual meeting. The treasurer shall file

taxes for the organization if necessary and assist in the preparation of the budget. The

treasurer is responsible for training the assistant treasurer in the duties of the treasurer.

The term of office for treasurer is one year.

Section 5: Assistant Treasurer: The assistant treasurer shall assist the treasurer in

carrying out the duties of the office and perform other duties as may be delegated by the

President over the course of the term of office. The term of office for any person seeking

position of Assistant Treasurer is two years, one year as Assistant Treasurer followed

by one year as Treasurer.

Section 6: Co-Communications Liaisons: The communications liaisons shall be

responsible for maintaining and updating the school website. The Communications

Liaisons work with the President(s) and Vice-President(s) to prepare e-mail "blasts" and

communications from the EEHSP concerning events and activities. The

Communications liaisons shall be responsible for obtaining content approval from the

building principals and Co-Presidents.

Section 7: All officers shall perform the duties of their office as outlined in these bylaws

and any other duties as assigned from time to time. All officers shall deliver to their

successors any and all official materials associated with the performance of the office

prior to the start of the next term.

Article VII - Meetings

Section 1: The regular meeting of the EEHSP shall take place during the first week of

every month during the school year, or at a time and place determined by the executive

board at least one month before the meeting. The recording secretary will notify the

general membership of the EEHSP of the meeting at least one week prior to the

meeting.

Section 2: Special meetings may be called by: (a) the president; (b) any two members of

the executive board; or (c) five members in good standing as defined herein, by

submitting a written request to the secretary. Notice of the special meeting shall be sent

to the general membership by the recording secretary at least ten (10) days prior to the

scheduled special meeting.

Section 3: The quorum of ten (10) members of the EEHSP is required for the transaction

of any business at a regular meeting of this organization.

Section 4: The annual meeting will be held at the June regular meeting. The annual

meeting is for receiving reports, electing officers, and conducting other business that

shall arise.

Article VIII - Executive Board

Section 1: The Executive Board shall consist of the officers of the EEHSP, the principals

of the two elementary schools, the assistant principal of Erdenheim Elementary, any

standing committee chairs relevant to the current meeting's agenda, and all grade level

representatives.

Section 2: The duties of the Executive Board shall be: (a) to transact business as

needed in preparation for the general meeting; (b) to create standing rules as needed to

manage meetings; (c) to create standing and temporary committees; (d) to prepare and

submit a budget to the membership in accordance with these bylaws; (e) to approve

routine bills; (f) to prepare reports and recommendations to the general membership of

the EEHSP; (g) to appoint an auditor or auditing committee at least two weeks before

the last meeting of the year, and (h) to appoint a nominating committee as required by

Section 4 of Article V of these bylaws.

Section 3: Regular meetings of the Executive Board shall be held every month, as

determined by the board at the beginning of the school year. Special meetings may be

called by any two board members, with 72 hours notice to all Executive Board

members.

Section 4: Half the number of the board members plus one constitutes a quorum.

Article IX - Finances

Section 1: A tentative budget shall be drafted by June 30th for each school year and

shall be approved by the general membership no later than the October meeting.

Section 2: The treasurer shall keep accurate records of any disbursements, income, and

bank account information.

Section 3: The Treasurer shall prepare a financial statement for the annual meeting

which will be audited by an external auditing facility or auditing committee to be selected

by the Executive Board.

Section 4: The fiscal year shall begin on July 1 and end on the following June 30th.  

Article X - Expenditures

Section 1.   Four (4) names shall be required on the EEHSP bank accounts (Co-

Presidents, Treasurer and Assistant Treasurer).

Section 2: Two signatures (A President and A Treasurer) shall be required on all checks

written from the EEHSP bank accounts.

Section 3: Bank statements shall be reviewed by the Executive Board at each Executive

Board meeting.

Section 4: A yearly third-party audit will take place for ALL EEHSP bank accounts.

Section 5: All bank statements will be available for inspection by all members at every

meeting of the EEHSP.

Article XI - Standing Committees

Section 1: Committees shall be designated by the Executive Board as needed to

promote the objectives and goals of this organization as set forth in Article II herein. The

chair or co-chairs of designated committees shall be approved by the Executive Board.

Section 2: Only members of the EEHSP in good standing, as defined in Article III, shall

be eligible for membership on any designated committee. The Co-Presidents shall be

ex-officio members of all designated committees.

Section 3: All committees and chairpersons are required to adhere to all standing rules

and policies, and budget conditions as approved by the executive board and the

EEHSP.

Section 4: The term of office for each committee chair is one year with eligibility to

repeat terms for up to three (3) consecutive years.

Article XII - Parliamentary Authority

Robert's Rules of Order shall govern all meetings and will be the authority on all

questions of Parliamentary procedures, except where they may conflict with the bylaws,

in which case these bylaws control.

Article XIII - Standing Rules

Standing Rules shall be drafted and approved by the Executive Board. The recording

secretary shall keep a record of the standing rules for future reference. No standing rule

or procedure should be approved which conflicts with these by-laws. In the event there

is a conflict, these by-laws control.

Article XIV - Amendments

The Bylaws may be amended at any meeting of the EEHSP by a two-thirds (2/3) vote of

the members present provided that the proposed amendment(s) has been distributed in

written form to the general membership at least fourteen (14) days prior to the meeting.

Article XV - Dissolution

The EEHSP may be dissolved at a meeting called for that purpose by a two-thirds (2/3)

vote of the members present provided that notice of the proposed dissolution has been

given to all members at least fourteen (14) days prior to the dissolution vote.