|
|||
|
Bylaws of the Oak Hill Montessori Parent Association
Article 1 Name
The organization hereby adopts the name “Oak Hill Montessori Parent Association,” which shall be commonly abbreviated as OHMPA.
Article 2 Purpose
The purpose of OHMPA is to support Oak Hill Montessori’s administration and staff in carrying out the mission of the school, which is to provide a learning environment that embraces Montessori principles, fosters a love of learning, and empowers children to develop to their full potential. OHMPA will enhance the experience of the Oak Hill Montessori community by providing a coordinated means of volunteering, by providing social and informational events that enrich the community, and by coordinating certain fundraising ventures as designated by the Head of School.
OHMPA reports to the Head of School. The Head of School has final approval authority for all OHMPA activities.
Article 3 Membership
Section 3.1 Voting Members
All parents and guardians of children currently enrolled at Oak Hill Montessori School are voting members of OHMPA and may participate at OHMPA general meetings in votes regarding OHMPA activities. Honorary members who fill committee chair positions or who serve as President Ex Officio will be considered voting members during their tenures in those positions. No other honorary members shall participate as voting members.
Section 3.2 Honorary Non-voting Members
The Head of School, teachers, staff, parents of alumni, or others with a valid interest in Oak Hill Montessori’s mission may participate as non-voting honorary members of the organization, unless they are serving as a committee chairperson or President Ex Officio (section 3.1).
Article 4 Executive Council & Committee CHairpersons
Section 4.1 Organizational Structure
OHMPA shall be governed by a six-member Executive Council comprised of parents and guardians of children currently enrolled at Oak Hill Montessori School. Executive Council members include the offices of President, Vice President, Secretary, and Treasurer; these four officers hold voting positions within the Executive Council. The office of President Ex Officio is normally held by the most immediate past President, who may be either a current or an alumnus parent/guardian. If the position of President Ex Officio is held by a current parent, it is a voting position within the Executive Council; if it is held by an alumnus, it is a non-voting position within the Executive Council (section 4.4.5). The Head of School or designated representative shall have a non-voting seat on the Executive Council.
The Executive Council shall provide general guidance for the OHMPA and make an annual determination of the committees needed to support school activities and OHMPA goals for each school year. A separate document outlining the responsibilities of each committee shall be created or updated by the Executive Council each school year.
Supporting the Executive Council will be a team of parent volunteers who agree to be chairpersons or to lead the various committees, clubs, or other groups formed to further the purpose of OHMPA.
Section 4.2 Appointment
On or about April 15 each year, OHMPA shall initiate an open application period for parents/guardians to apply for positions being vacated June 30. Once applications have been received, a nominating committee shall convene to evaluate all candidates and choose the persons they feel are best suited to fill the open positions. The nominating committee will include the Head of School, the current President, the President Ex Officio, and two additional voting members of OHMPA who will be chosen by the Executive Council to provide balance to the nominating committee.
By May 31 the nominating committee shall present a recommendation for new officers to the Executive Council for ratification by majority vote of the Executive Council.
By June 15 the nominating committee shall present a recommendation for new committee chairpersons to the Executive Council for ratification by majority vote of the Executive Council.
New officers and chairpersons shall begin their terms July 1.
Section 4.3 Terms
4.3.1 Officers
Each officer shall be appointed for a term of two years. All terms shall begin on July 1 of the year in which the appointment is made. An officer shall serve a maximum of two successive two-year terms in the same office.
For continuity within the Executive Council, officer appointments shall be staggered such that the President and Secretary will be appointed for two years in the first year, and the Vice President and Treasurer shall be appointed for two years in the alternate year.
The office of President Ex Officio shall be held by the most recent past President, who shall hold that position for the two years following his/her exit from the office of President (section 4.4.5).
4.3.2 Chairpersons
Committee chairpersons shall serve for a term of one year, beginning on July 1 and ending the following June 30. A chairperson shall serve a maximum of three successive terms in the same position.
4.3.3 Resignation and Dismissal
Officers or chairpersons who are unable to complete their terms shall be replaced by a successor who shall be appointed by the Executive Council for the remainder of the original term. An officer or chairperson may resign upon written notice to the Executive Council. An officer or chairperson may resign from office for various reasons, including to accept a different position within OHMPA.
Officers or chairpersons may be dismissed from their positions for failure to act in the interests of the school, for failure to attend meetings (section 6.3), or for failure to perform the duties of their positions.
Section 4.4 Responsibilities
4.4.1 President
The President shall oversee the work of the Oak Hill Montessori Parent Association and its Executive Council. The President shall invite agenda items for meetings and preside at both general OHMPA meetings and meetings of the Executive Council.
4.4.2 Vice President
The Vice President shall generally provide assistance and support to the President and shall be the President’s representative as needed. The Vice President shall preside at any OHMPA meetings that the President is unable to attend.
4.4.3 Secretary
The Secretary shall maintain accurate documentation of all OHMPA general meetings and Executive Council meetings. Meeting minutes shall be provided to all Executive Council members and Committee Chairpersons prior to the next meeting. The Secretary shall maintain correspondence on behalf of the Executive Council.
4.4.4 Treasurer
The Treasurer shall work with the Head of School, the school’s accountant, and others as needed to develop an annual budget for OHMPA activities. The OHMPA budget shall be approved annually at a general meeting.
The Treasurer shall communicate committee budgets to the appropriate Committee Chairpersons. The Committee Chairpersons assume responsibility for keeping within their assigned budgets. The Treasurer shall monitor OHMPA expenses throughout the year and shall seek approval from the Executive Council for any deviations from the approved budget.
4.4.5 President Ex Officio
The President Ex Officio acts as an advisor to the current President and shall advise on parliamentary procedures.
The President Ex Officio position is normally filled by the most recent past President of OHMPA, and may be either a current or an alumnus parent/guardian. If the most recent past President is unavailable to serve in this capacity, a more distant past President, another past officer, or another appropriate person may be appointed to the office. A vacancy occurring at or near June 30 would be filled according to the usual annual appointment process (section 4.2). A vacancy occurring mid-year would be filled by an appointment made by the Executive Council.
A President Ex Officio who is a current parent has voting rights both within the Executive Council and at general meetings. A President Ex Officio who is an alumnus parent is a non-voting member of the Executive Council but may vote at general meetings.
4.4.6 Committee Chairpersons
Committee Chairpersons shall ensure that the activities of the various committees, clubs, or other groups set each school year by the Executive Council are carried out. This may include soliciting and coordinating volunteers, overseeing expenses and publicity, and determining facility and supply needs for various activities. Chairpersons shall maintain relevant documentation regarding their committees’ activities. To ensure that OHMPA activities remain valuable to the Oak Hill parent community, each Chairperson shall submit to the Executive Council periodic or annual assessments of committee activities. Each Committee Chairperson is responsible for keeping expenses within budget in order to ensure reimbursement for all expenses. Responsibilities specific to a committee, club, or other group shall be specified annually by the Executive Council (section 4.1).
Article 5 Funds
OHMPA shall receive funds annually through the community-enrichment fee. The OHMPA Treasurer shall create an annual budget and track expenditures for OHMPA activities.
Any funds raised by the efforts of OHMPA are raised on behalf of Oak Hill Montessori School and shall be deposited in the school’s operating-budget account.
Article 6 Meetings
Section 6.1 General Meetings
OHMPA shall convene a minimum of six general meetings throughout the school year. OHMPA shall attempt to meet the needs of the entire Oak Hill Montessori community by alternating daytime and evening meetings. All Oak Hill Montessori parents are invited to each OHMPA general meeting. The Executive Council shall set a schedule for general meetings for the coming school year, and shall ensure that this schedule is published in the school calendar.
Section 6.2 Executive Council Meetings
The Executive Council may hold its own meetings, separate from the general meetings, to outline responsibilities of committees, ratify officers and chairpersons, and as necessary to provide guidance for OHMPA.
Section 6.3 Quorum and Voting Rules
A quorum is required in order to conduct business at all OHMPA meetings. Presence of four Executive Council members constitutes a quorum.
Votes regarding OHMPA activities shall pass with a majority vote of those present at the meeting.
Section 6.4 Meeting Attendance
Executive Council members and Committee Chairpersons are expected to attend meetings. Absence from two consecutive meetings, without prior arrangement with the President, will result in dismissal from the position.
Article 7 Amendments
These bylaws may be amended as necessary with a two-thirds majority vote of the members present at a general OHMPA meeting, or by unanimous vote of the Executive Council.
Oak Hill Montessori is an independent non-profit school accredited by the Association Montessori Internationale (AMI).