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By-Laws

BF Home and School Association

 

Book and gavel

 

BENJAMIN FRANKLIN  MIDDLE  SCHOOL

HOME  AND  SCHOOL ASSOCIATION

BY-LAWS (May 18, 2022)

 

ARTICLE I -- NAME

The name of this  Association shall be the  Benjamin Franklin Middle School  Home and School Association  (thereafter the “Association.”)

ARTICLE II --  MISSION &  OBJECTIVES

The objectives of this Association shall be:

  1. To bring about a close relationship between home and school so that parents and teachers may cooperate intelligently in the education of the child.
  2. To provide channels of communications and foster cooperation between the professional staff and parents.
  3. To provide a meeting place for the expression of parental concerns relative to the Middle School.
  4. To provide financial support for enrichment activities.
  5. To enhance the educational program at Benjamin Franklin Middle School. 

ARTICLE III -- POLICIES

  1. This Association shall be non-commercial, non-sectarian and politically non-partisan.  Neither the name of the Association nor the name of its officers in their official capacities shall be used for other than the activities of the Association.
  2. The Association shall be members of the Federated Home and School Association.
  3. The Association is organized and operated exclusively to foster the education of the Benjamin Franklin Middle School students.  No part of any earnings or revenue will inure to the benefit of any individual.
  4. The Association will be operated to qualify as an exempt organization under section 501(c)3 of the Internal Revenue Code, or corresponding section of any future federal tax code.

ARTICLE IV – MEMBERSHIP & DUES

  1. All parents or legal guardians having children attending Benjamin Franklin Middle School and the faculty members of the school are members of the Association.
  2. Dues are assessed annually per family by the Home and School Board, but they are not a prerequisite for voting.  Nonpayment of dues shall not bar any person from membership or from voting privilege.  (The dues assessment shall be determined in June.)  The Home and School Association will collect dues annually from its members. 

ARTICLE V – OFFICERS

  1. The officers of the Association shall be a President, Vice President,  Second Vice President, Secretary, Technical Secretary and a Treasurer. 
  2. The Second Vice President shall be the Principal of the school.
  3. The President, the Vice President, the Secretary, Technical Secretary and the Treasurer shall be elected by the Association and serve for a term of a minimum of one year and a maximum of two consecutive years. 
  4. The President shall not be represented by one specific community for more than two (2) years.
  5. These officers shall constitute the Executive Committee.

ARTICLE VI -- ELECTION

  1. The Nominating Committee shall be appointed by the President with the approval of the Home and School Board.  This Committee shall consist of three member (one from each community, i.e., Hawes, Somerville and Travell.)
  2. Persons appointed to the Nominating Committee may select one of their own members for nomination to the office.
  3. All residential communities shall be represented on the Executive Committee
  4. The Nominating Committee shall make its nominations known to the Home and School Association at least one month prior to the election.
  5. Additional nominations received in writing by the Secretary no later than two weeks prior to the election shall be placed on the ballot.  Only those who have consented to serve shall be eligible for nomination.
  6. If the slate is uncontested, the Secretary will cast the ballot for the slate.  If the slate is challenged, the election shall be by written ballot, which ballot shall be sent to all Home and School Association members by the Secretary.
  7. Election shall be held no later than the month of May.  The duties of the officers shall be assumed after the June  Home and School Board meeting.
  8. Any vacancy occurring in an office shall be filled for the unexpired term.  The appointment shall be made by the President with the approval of the Home and School Association Board.  This approval shall be by simple majority.
  9. In the event a vacancy occurs in the office of the President, the Vice President shall succeed to the Presidency and complete the term.  In the event of such succession, the office of Vice President shall be considered vacant.
  10. The term of office for elected officers and those appointed by the President shall begin at the conclusion of the current school year.  To ensure a smooth transition, the newly elected officers and outgoing officers shall share responsibilities during June.

ARTICLE VII -- DUTIES OF THE OFFICERS

PRESIDENT

  1. Shall call and preside at all meetings of the Home and School Association Board and Executive Board.
  2. Shall represent the Association at appropriate Middle School parent and school functions.
  3. Shall attend meetings of the Federated Home and School Association.
  4. Shall coordinate all activities of the Home and School Board.
  5. Shall appoint special committees as needed.
  6. Shall set the Home and School calendar with the school Principal (Second Vice President.) 

FIRST VICE PRESIDENT

  1. Oversee Hospitality throughout the year. (All BF HSA meetings and Back to School Night)
  2. Winter and Spring Concert Flowers to the teachers.
  3. Possible Holiday Gifts for Teachers and/or Teacher Appreciation Gifts.
  4. NJASK Popcorn Day - set up popcorn machine, purchase needed supplies, recruit volunteers
  5. The following Chairpeople will report to the VP. VP should make sure they have enough volunteers, supplies, etc.
    • Back-To-School Celebration
    • Staff Appreciation Breakfasts/Lunches
    • Promotion Day Reception

SECOND VICE PRESIDENT

  1. Shall be the Principal of the Middle School.
  2. Shall act as a liaison between the Association and the Professional Staff.

SECRETARY

  1. Shall provide Home and School Association members with notice of meetings.
  2. Shall prepare minutes of Home and School Board meetings and distribute copies to all Board members. 
  3. Shall handle correspondence for the Association. 
  4. Shall prepare the meeting agendas, as requested by the President. 

TECHNICAL SECRETARY/COMMUNICATIONS

  1. Shall keep the BFMS community involved through updates on the Association website, Groupspot and E-News when asked by the Presidents.
  2. Shall work closely with the Presidents to make sure all information is accurate
  3. Shall program websites for the various fundraisers.
  4. Shall attend all Board meetings.


TREASURER

  1. Shall receive all monies of the Association, including  dues.
  2. Shall maintain bank accounts for Association funds.
  3. Shall keep appropriate records of all Association receipts and expenditures.
  4. Shall arrange for payment of Association expenses  as authorized by the Board  and shall have check signing privileges.
  5. The Treasurer shall present a proposed budget in  September. 
  6. Shall prepare a Treasurer’s Report for monthly Home and School Association Board meetings.
  7. Shall prepare a finalized financial statement.
  8. Shall meet with committee chairs to discuss proposed expenditures and revenues for each event.  Any concerns or issues will be brought to the Executive Board for approval. 

ARTICLE VIII - HOME AND SCHOOL ASSOCIATION BOARD

  1. The Home and School Board shall consist of all officers of the Association, Chairpersons of Standing Committees, Representatives and a Teacher Representative appointed by the Second Vice President. 
  2. The Home and School Board shall administer the affairs of the Association; shall authorize special unbudgeted expenditures prior to payment, which authorization shall be written in the minutes of the Board.  The Home and School Board shall consider and act on all suggestions presented to it by members of the Association individually or at general meetings.
  3. There shall be standing committees and representatives created by the Executive Committee as may be required to promote the objectives and interests of the Association.  The chairpersons of all standing committees shall set goals, present plans of work to the Home and School Board, and submit an annual report to his or her successor and the incoming President.  No projects shall be undertaken without approval of the Home and School Board.

ARTICLE  IX -- MEETINGS

  1. Regular monthly meetings of the Home and School Board  and/or  the Association shall  be held during the school year on dates agreeable to the Executive Committee which they shall set in June for the following calendar year.  The dates of the meetings shall be published and the meetings will be open to all members of the Association.  Special meetings of the Board or the Association may be called by the President at any time.  A special meeting must be called by the President at the request of a majority of the Executive Board, or 25 members of the Association.
  2. The Annual Meeting of the Home and School Association shall be held of a date to be determined by the Home and School Board.

ARTICLE X -- FINANCES

  1. The Treasurer will submit to the Association Board a proposed budget to be approved at the September Board meeting.  Upon acceptance, the budget shall be distributed to the Association at the September general meeting and will be voted upon at the Association General meeting in October. 
  2. Fiscal year shall extend from July 1 until June 30th the following year.
  3. At the close of the fiscal year the financial books and records of the Association shall be audited.  The audit shall be done by the incoming and outgoing Treasurers, and the incoming and outgoing Presidents.  The books will be closed and transferred to the new Executive Board by July 15th.
  4. Conflict of Interest Policy – All officers of the B.F.  H.S.A.  will sign the conflict of interest policy at the beginning of each term as an officer of the Association. 

ARTICLE XI -- PARLIAMENTARY PROCEDURE

The rules contained in the latest edition of Robert’s Rules of Order, Revised, shall govern this Association in all cases in which they are applicable and to the extent that they are not inconsistent with these bylaws.

ARTICLE XII -- AMENDMENTS

Amendments to the By-Laws may be proposed at any regular meeting.  Such amendments shall become a matter of record in the minutes and Association members shall be notified.  Adoption of such By-Laws Amendments shall require a two-thirds majority of the Home and School Association members presents at their next regular meeting.

ARTICLE XIII:  DISSOLUTION CLAUSE

Upon dissolution of the Association, the Executive Board shall, after paying or making provision for the payment of all the liabilities of the Association, dispose of the remaining assets of the Association exclusively 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.