BHSPA By-Laws

By-Laws

BHSPA Bylaws

Article I: Name and Location

The name of the organization shall be Bedford High School Parents Association (BHSPA). The office of record for the organization shall be Bedford High School, 7 Mudge Way of Bedford, Massachusetts 01730.

The Association:

The BHSPA is an Association with no commitments to, or under the influence of, any other organization in the town, state or nation.

Article II: Purpose

The purposes of the organization are:

a.) to support the parents and students of BHS.
b.) to foster a strong parent-school partnership to enhance the education and welfare of the students.
c.) to facilitate communication and to serve as a voice between the home and the school community.

Article III: Membership

Section 1: Membership in the Association includes all parents, natural or by operation of law, and guardians of students of Bedford High School.

Section 2: There shall be one class of membership in the Association, which shall entitle the member to full privileges.

Section 3: Each member shall be entitled to one vote on each matter submitted to a vote of the members.

Section 4: Membership in the Association shall be on a fiscal year basis that is from July 1 to June 30.

Article IV: Meetings of Members

Section 1: The annual meeting of the Association shall be held during the month of May. The time and place are to be determined by the Executive Board. The secretary shall give at least ten business days notice to all the members.

Section 2: There will be a mid-year State of the Association meeting prior to March 1. During this time the discussion will be parent to parent and will include but will not be limited to self-evaluation, committee updates, and shall include a formation of the Elections Committee.

Section 3: A quorum shall constitute the members present at the annual meeting of the Association.

Section 4: A majority vote will carry any matter of business except as otherwise set forth in these bylaws or as required by law.

Section 5: Special meetings may be called at any time by vote of the Executive Board or by petition from not less than 25 members of the Association. The secretary shall give the members ten business days notice as to the time and place together with a statement as to the matters of business to be considered at said meeting.

Section 6: The Executive Board may designate any place as the place of meeting for any meeting and/or for any special meeting called by the Executive Board.

Section 7: Notice stating the place, day, and hour of any meeting of members shall be delivered, by mail, to each member entitled to vote at such meeting, not less than ten business days nor more than fifty days before the date of such meeting, by or at the direction of the president, or the secretary, or the officers or persons calling the meeting. In case of a special meeting or when required by statute or by these bylaws, the purpose or purposes for which the meeting is called shall be stated in the notice. The notice of a meeting shall be deemed to be delivered when it is electronically posted on the BHSPA Yahoo Newsgroup at http://groups.yahoo.com/group/bhsp/messages and when members are notified via email to the member email address as it appears in the BHSPA Yahoo Group member directory.

Article V: The Executive Board

Section 1: The Executive Board shall manage the affairs of the Association.

Section 2: The Executive Board shall consist of the president (s), vice president (s), treasurer, secretary, and communication coordinator (s) and includes a designated representative of standing committees and/or liaisons to school and community partner organizations.

Section 3: The term of office shall be July 1 through June 30.

Section 4: Each member of the Executive Board shall have one vote.

Section 5: A regular meeting of the Executive Board shall be held annually, time and place to be determined by the president. The secretary shall give ten business days notice.

Section 6: Special meetings of the Executive Board may be called at any time by the president or by three members of the Executive Board. The secretary shall give ten business days notice to all Executive Board members.

Section 7: A quorum shall constitute a majority of the Executive Board at that meeting.

Section 8: A tie vote shall be construed as a negative vote.

Section 9: In the event of a vacancy in any of the elected offices through death, resignation or any other cause, the Executive Board, by a majority vote, may fill such a vacancy for the unexpired portion of the term.

Section 10: Members of the Executive Board shall not receive any compensation for services as members of the board. Nothing herein contained shall be construed to preclude any member of the Executive Board from serving the Association in any other capacity and receiving compensation therefore.

Section 11: Any act of the majority of those present at a meeting shall be the act of the Executive Board, unless the act of a greater number is required by law or by these bylaws.

Article VI: Officers

Section 1: The officers of the Association shall be president (s), vice president (s), a communication coordinator (s), a secretary, and a treasurer. The term of all officers shall coincide with the fiscal year of July 1 through June 30. Each officer will serve a one-year term with an option of election for a second one-year term. No person shall hold more than one position simultaneously. There may be as many as two co-officers for the positions of president, vice president, and communications coordinator.

Section 2: If there are two presidents the duties may be apportioned between them by mutual agreement. The president (s) shall:

act as the principal executive officer of the Association.
supervise and control all of the business of the Executive Board.
act as the spokesperson for the Association and act as a resource for the exchange of information between school and parents.
preside at all meetings of the members and prepare the agenda for all meetings.
coordinate the activities of all committees.
sign contracts or other legal documents and obligations authorized by the Executive Board.
appoint and dissolve any ad hoc committees authorized by the Executive Board.

Section 3: If there are two vice-presidents the duties may be apportioned between them by mutual agreement. The vice president (s) shall:

perform the duties of the president in the absence of the president or in the event of his/her inability or refusal to act.
perform other duties as agreed upon by the president or Executive Board.

Section 4: The treasurer shall:

have charge and custody of and be responsible for all funds and securities of the Association.
be responsible for collection, safekeeping, and expenditure of all funds of the Association.
keep accurate record of receipts and expenditures.
deposit all funds in the name of the Association in such banks, trust companies or other depositories as selected by the Executive Board.
ensure that all books and records are open to the inspection of the membership at all times.
prepare the financial reports for each meeting and present an annual financial report to be given at the annual meeting.
perform such other duties as, from time to time may be assigned to her/him by the president or by the Executive Board.

Section 5: If there are two secretaries the duties may be apportioned between them by mutual agreement. The secretary(s) shall:

keep the minutes of all the business meetings of the members and of the Executive Board.
be the primary custodian and caretaker of all records of the Association.
read and/or distribute the minutes to the members for correction and approval.
see that notices are duly given in accordance with the bylaws of the Association, or as required by law.
perform all duties related to the office and such other duties as may be requested by the president or the Executive Board.

Section 6: If there are two communications coordinators the duties may be apportioned between them by mutual agreement. The communications coordinator(s) shall:

be responsible for editing and distributing the member news.
edit, publish, and distribute whatever publications the Association prepares.
perform other duties to assist the president or Executive Board.

Section 7: An officer may be removed from office as a result of failure to fulfill the duties of such office or for conduct detrimental to the best interests of the Association by an absolute two-thirds vote of the members at a meeting provided that ten business days have been given to the officer and members.

Section 8: In the event of a vacant officer position the Executive Board may appoint an officer for the remainder of the term.

Article VII: Committees

Section 1: The standing committees of the Association may include the Directory Committee, Parent’s Guide, Annual College Night, All Night Graduation Celebration, Hospitality, and Elections Committee.

Section 2: The Executive Board may appoint ad-hoc committees as needed.

Section 3: Representatives of the Association shall attend meetings of any other partner organizations as deemed necessary by the Executive Board.

Section 4: A written job description, policies, and procedures for these committees shall be kept by the president or a delegate and reviewed annually by the Executive Board.

Article VIII: Elections

Section 1: The Executive Board shall appoint an Elections Committee no later than the midyear meeting. The purpose of the Elections Committee is to solicit nominations for officer positions, to act in an advisory role to nominees, and to conduct the elections in May of each year. The Elections Committee will conduct any other elections as may, from time to time, be deemed necessary by the Executive Board including but not limited to the School Council. The Elections Committee will be informed of regulatory matters that are required by such other elections.

Section 2: An Elections Committee shall be a standing committee consisting of one non-returning officer, excluding the president, and a minimum of one member and a maximum of three other members from the Association. The officer's role is to act as a liaison to the Executive Board. The Elections Committee shall be formed no later than March 1st of each year.

Section 3: The first act of the Elections Committee shall be to notify all members of an upcoming election, to be held in May. The Elections Committee will also describe the roles and responsibilities expected of each officer’s position at this time.

Section 4: Nominations for the officers and chairs shall be by self or another member. When a second party nominates a potential candidate that nominee must grant permission in writing. Nominations from the floor are allowed at the May meeting.

Section 5: The Election slate of all nominees is to be sent to all members at least ten business days prior to the election.

Section 6: Elections at the May meeting are by hand vote of the members present if an election is uncontested. If there is a contested race, votes will be cast by secret paper ballot.

Section 7: The Elections Committee shall notify all Association members of the election results and begin to prepare for a transition period commencing with the election and ending on June 30th. This transition period shall include at least one joint meeting of the sitting and newly elected Executive Boards during which books and records are transferred, and unfinished business is delineated. The sitting secretary records minutes of this meeting.

Section 8: The newly elected Executive Board, upon taking office, may appoint an officer to any of the unfilled officer positions.

Election Procedure Details Please click here

Article IX: Contracts, Checks, Deposits and Funds

Section 1: The Executive Board may authorize any officer or officers, agent or agents of the Association, to enter into any contract or execute and deliver any instrument in the name of and on behalf of the Association, and such authority may be general or confined to specific instances.

Section 2: All checks, drafts or orders for the payment of money, notes or other evidences of indebtedness issued in the name of the Association shall be signed by such officer or officers, agent or agents of the Association and in such manner as shall from time to time be determined by resolution of the Executive Board.

Section 3: The funds of the Association shall be deposited from time to time to the credit of the Association in such banks, trust companies or other depositories as the Executive Board may select.

Section 4: The Executive Board may accept on behalf of the Association any contribution, gift, bequest or devise for the general purposes or for any special purpose of the Association.

Section 5: The Executive Board may designate a 501 (c) (3) corporation to handle financial transactions, adhering to rules of that corporation at all times.

Article X: Books and Records

Section 1: The Association shall keep correct and complete books and records of accounts and shall also keep business and Executive Board minutes of the proceedings of its members and Executive Board, and shall be on record at the registered or principal office, giving the names and addresses of the members entitled to vote. Any member, or his agent or attorney may inspect all books and records of the Association, for any purpose at any reasonable time under acceptable laws.

Section 2: The books and records shall be kept in accordance to State and Federal rules and regulations.

Article XI: Amendments

These bylaws may be amended by a two-thirds vote of the members present at the annual meeting, or at any regular or special meeting provided that at least ten business days notice is given to the membership to inform them of the proposed action.

Article XII: Parliamentary Authority

The current edition of The Standard Code of Parliamentary Procedure (Sturgis) governs this organization in all parliamentary situations that are not provided for in the law or bylaws, or adopted rules.

Article XIII: Dissolution

In the event of the dissolution of the Association, for any reason, all of the remaining funds and properties shall, after payment of necessary expenses thereof, be distributed to any non-profit, charitable or educational organization as the Executive Board may designate.