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ARTICLE I: NAME
High Tech Middle Parent Association
ARTICLE II. PURPOSE
The purpose of this association is:
1. To engage in activities which provide encouragement, leadership, and assistance to High Tech Middle at the High Tech Village, so the school can reach its goals and objectives.
2. To encourage member participation in school activities.
3. To facilitate communication between home and schools, and between the Parent Associations of the schools at High Tech Village.
4. To promote the recognition of High Tech Middle in the community.
ARTICLE III. MEMBERSHIP AND VOTING RIGHTS
SECTION 1. MEMBERSHIP Each parent or guardian, or adult family member of a student attending High Tech Middle shall be a member.
SECTION 2. VOTING RIGHTS Each member shall have one general membership vote.
SECTION 3. TERMINATION OF MEMBERSHIP When a member's child leaves the school he or she will no longer be a member and no longer have a vote.
ARTICLE IV. GENERAL MEMBERSHIP MEETINGS
SECTION 1. MEETING NOTICE The President or Co-President of the HTM PA shall provide notice using the database maintained by the school SIS officer, at least two weeks in advance, for all general membership meetings. Notices will also be published on the website. Such notice will include the place, day, and hour of the meeting, and any other information required by these bylaws.
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ARTICLE V. ELECTIONS OF OFFICERS OF THE HTM PA
SECTION 1. NOMINATIONS The Nomination Committee will solicit nominations from the membership. Nominations will be submitted in writing to the Nominating Chair. They may also be submitted to the Secretary who will forward the nominations to the Nominating Chair, at least two weeks before the annual membership meeting, which is the last meeting of the school year.
1. Nominations may also occur from the floor, during the election meeting. If nominated from the floor, the nominee must state in writing or in person that he or she will serve if elected.
2. If an officer is elected by a vote at a Board of Directors meeting, he or she will replace the officer whose place he or she has been elected to replace until the end of the term.
SECTION 2. NOMINATION COMMITTEE A nominating committee will be annually elected by the officers of the HTM PA at the March board meeting. The nominating committee will consist of at least five current board members. The chair of the committee will be selected at their first (nominating committee) meeting.
1. The committee will solicit (via e-mail and at the March general meeting) nominations from the general membership for officers of the HTM PA.
2. The committee shall nominate at least one candidate for each office or an alternate of co-chairs.
3. The committee will present the slate to the general membership before the last meeting of the school year. The election will be held at that meeting.
4. Additional nominations, if any, will be received from the floor on that evening.
5. The committee will count the ballots, with their chair and HTM PA Secretary.
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ARTICLE VI. BOARD OF DIRECTORS
SECTION 1. GENERAL POWERS The affairs of the HTM PA shall be managed by its Board of Directors. The powers of the Board of Directors will include any other powers permitted by law and not delegated to specific officers of the HTM PA or to the membership by these bylaws.
SECTION 2. ELECTION AND TERM OF OFFICE The officers of the HTM PA shall be elected by the general membership at the yearly election meeting or at any meeting of the Board of Directors during which there is a vacancy for that office. The officers of the HTM PA or Board members elected at the Board of Directors meeting will serve until such time as a vacancy occurs due to death, resignation, removal, disqualification or otherwise.
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SECTION 3. TERM Except in the case of directors filling vacancies left by the resignation or death of a director, each director will hold office for a term of one year with his or her term ending at the conclusion of the last meeting of the school year. Officers of the HTM PA and chairpersons may serve no more than two consecutive terms in a position.
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SECTION 4. BOARD OF DIRECTORS Board of Directors shall consist of all elected officers of the HTM PA, chairpersons of committees and others appointed by the president with approval of the board of directors.
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SECTION 5. REGULAR MEETINGS Regular board meetings shall be held monthly or at the discretion of the Board of Directors of the Association. General members are welcome to attend the regular meetings of the Board of Directors but do not have a vote.
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SECTION 6. SPECIAL MEETINGS Special meetings of the Board of Directors may be called by or at the request of the President or any two Directors an shall take place at a time and place chosen by the President or at a time and place designated in writing by a petition signed by a majority of the elected Board. The Board of Directors may close these meetings to the general membership.
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SECTION 7. NOTICE Notice of any special meeting of the Board of Directors shall be given at least twenty four hours in advance by e-mail, or telephone, to each director at his or her address as shown by the records of the Association. If the time and place of meeting is chosen by a petition signed by a majority of the Board, then a copy of that petition will be included with the notice and the notice may be given by any one of the members of the Board who have signed the petition. Any Director may waive notice of any meeting. The attendance of a Director at any meeting shall constitute a waiver of notice of such meeting, except where a Director attends a meeting for the express purpose of objecting to the transaction of any business because the meeting is not lawfully called or convened. Neither the business to be transacted at, nor the purpose of, any regular or special meeting of the Board need be specified in the notice or waiver of notice of such meeting, unless specifically required by law or by these bylaws.
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SECTION 8. QUORUM A simple majority of the elected Board of Directors shall constitute a quorum for the transaction of business at any meeting of the Board; but if less than a majority of the elected Directors is present at said meeting, a majority of the Directors present may adjourn the meeting without further notice. An elected Director may give his or her proxy in writing or e-mail to another Director so a quorum can be reached.
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SECTION 9. MANNER OF ACTING The act of the majority of Directors present at a meeting at which a quorum is present shall be the act of the Board of Directors, unless the act of a greater number is required by law or by these bylaws.
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SECTION 10. VACANCIES Any vacancy occurring in the Board of Directors may be filled by the affirmative vote of the majority of the remaining Directors, though less than a quorum. A Director elected to fill a vacancy shall be elected for the unexpired term of his or her predecessor in office.
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SECTION 11. COMPENSATION Directors as such shall not receive any stated salaries for their services as director.
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SECTION 12. INFORMATION ACTION BY DIRECTORS Any action by law to be taken at a meeting of directors, or any action which may be taken at a meeting of directors, may be taken without a meeting if a consent in writing, setting forth the action so taken, is signed by all of the directors.
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ARTICLE VII. OFFICERS OF THE HTM PA AND COMMITTEE CHAIRS
SECTION 1. OFFICERS OF THE HTM PARENT ASSOCIATION The officers of the HTM PA Board of Directors shall consist of the Executive Committee: President or Co-Presidents, Vice-President, Secretary, Treasurer, Parliamentarian and the Committee Chairpersons: Communications Chair, Tech Support Chair, Gifts and Grants Chair, School Support Chair, Fundraising Chair, Community Events Chair, and Hospitality Chair. These officers are the voting members of the Board of directors. Other officers may be appointed if deemed necessary. Such officers of the HTM PA have the authority to perform duties prescribed from time to time, by the Board of Directors.
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SECTION 2. PRESIDENT OR CO-PRESIDENTS The President is the principal executive officer of the Association in charge of carrying out the resolutions of the Board of Directors and shall, in general: Supervise or carry out all of the business and affairs of the Association including contracts, publications, events, and meetings, except where the execution thereof shall be expressly delegated by the Board of Directors or by these bylaws or by statute to some other officer or agent of the HTM PA. He or she shall maintain appropriate, complete and accurate records and in general perform all other duties as may be prescribed by the Board of Directors from time to time.
Co-sign all checks of the HTM PA
Be an ex-officio member of all committees except the nominating committee and shall be invited to attend all meetings. The President shall receive minutes from all committee meetings.
Shall serve on the Presidents' Council of the schools at High Tech High Village.
Communicate regularly with HTM Administration to give/receive input and update on activities, plans etc.
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SECTION 3. VICE-PRESIDENT The Vice President shall assist the President. Additionally, in the absence of the President, the Vice-President shall discharge the duties of the President. The Vice-President may co-sign all checks of the HTM PA.
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SECTION 4. SECRETARY The Secretary shall be responsible for the keeping of the minutes of the meetings of the members and of the Board of Directors in one or more books provided for that purpose. In addition, the Secretary will:
1. See that all notices are duly given when required by these bylaws or the law
2. Receive ballots and record the result of a vote for an election or bylaws change
3. Perform duties incident to the office of Secretary and such other duties as from time to time may be assigned to him or her by the Board of Directors
4. Endeavor to keep all copies of membership records under his or her custody at a location other than that of the school's office so that a fire would not destroy both the original records and their copies.
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SECTION 5. TREASURER The Treasurer will handle all financial matters of the HTM PA and will:
1. Provide financial reports and a yearly summary
2. Maintain the HTM PA checking account
3. Generate and sign HTM PA checks (to be co-signed by another designated board member if they exceed $100)
4. Require, as needed, an audit of the books at any time; such an audit will be paid for by the HTM PA
5. Perform such other duties as from time to time may be assigned to him or her by the Board of Directors
6. Be the custodian of the HTM PA financial records
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SECTION 6. PARLIAMENTARIAN The Parliamentarian shall:
1. Maintain present bylaws, original bylaws and all amendments to the bylaws.
2. Advise the President and the Executive Board of correct parliamentary procedure.
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SECTION 7. COMMUNICATIONS CHAIR The Communications Chair shall be responsible for:
1. Assisting the HTM PA with posting notices of meetings and agendas.
2. Organizing the preparation, production and distribution of the HTM PA Newsletter (at least one each semester in print) and the Annual Parent Directory.
3. Soliciting information of interest to parents from HTM Staff and other sources.
4. Distributing information via e-mail blasts and websites.
5. As needed to facilitate other communication needs of the HTM PA, HTM, and parents (surveys of parents, telephone trees, online forms for updating SIS information, etc.)
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SECTION 8. TECH SUPPORT CHAIR The Tech Support chair shall:
1. Maintain parent pages on school website, keeping website information up to date and posting new information of interest to parents, staff and community.
2. Distribute current information and reminders of school events via email blasts.
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SECTION 9. GIFTS AND GRANTS CHAIR The Gifts and Grants chair shall:
1. Review gifts and grants requests from High Tech Middle teachers and staff.
2. Collect and organize request receipts and documentation.
3. Coordinate with Treasurer the disbursement of Gifts and Grants funds.
4. Provide a year-end report of all disbursements made; to whom, what amount, for what purpose and date funds were disbursed.
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SECTION 10. SCHOOL SUPPORT CHAIR The School Support chair shall:
1. Oversee the parent committees which support and assist the classrooms, teachers and staff which are:
Room/Team Parent Coordinator-which assigns parents to each room/team.
Volunteer Coordinator, which supplies parent volunteers when needed.
Food Sales Coordinator, organizes and maintains schedule, supplies of team food sales.
Administrative Support Volunteer, assists with administrative duties when needed.
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SECTION 11. FUNDRAISING CHAIR The Fundraising Chair will oversee the fundraising committee for the chosen year. These may change from year to year, but usually include:
Annual Fund
Book Fair
Restaurant Nights
Escrip Grocery Stores
Gift Wrap
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SECTION 12. COMMUNITY EVENTS/SCHOOL SPIRIT CHAIR The Community Events/School Spirit Chair will oversee the various parent committees which plan and organize social activities and events for the school community as well as promote school spirit. These may include:
Beginning of the School Bonfire/Picnic Committee
Zip Code Social Committee
Dad's Club Coordinator
Community Liaison
Community Service Clubs
Logo Wear
8th Grade Promotion Committee
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SECTION 13. HOSPITALITY CHAIR The Hospitality Chair will oversee the parent committees that provide refreshments and set up for the school events, such as:
Back to School Coffee
Fall Open House
Spring Open House
Teacher Appreciation/Luncheon
Committee chairs may be co-chaired. Co-chairs will also have a vote.
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Removal of any officer or committee chair or member may be removed by the Board of Directors through a 2/3 vote of the Board of Directors present when a quorum is present whenever, in its judgement, the best interests of the HTM PA would be served thereby, but such removal will be without prejudice.
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ARTICLE VIII. BOOKS AND RECORS
SECTION 1. The HTM PA shall keep correct and complete books and records of account and shall also keep minutes of the proceedings of its members and Board of Directors. Such records will be kept in the custody of the President or Secretary.
All books and records of the HTM PA may be inspected by any member, or his or her agent or attorney, for any proper purpose at any reasonable time.
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ARTICLE IX. FISCAL YEAR
SECTION 1. The fiscal year of the corporation shall begin on the first day of July after the last general meeting of the year and end on the last day in June in each year.
ARTICLE X. AMENDMENTS AND BYLAWS
SECTION 1. Amendments to these bylaws may be proposed and voted upon at the annual meeting or a special membership meeting. These proposals receiving a simple majority, by mail, proxy or e-mail of the vote at the membership meeting shall be incorporated in the bylaws.
SECTION 2. ADVERTISING BYLAWS CHANGE The Parliamentarian shall advertise all submitted changes to the bylaws by publishing them or placing them on a written ballot published in the newsletter, on the website or mailed to each member. If a ballot is used it will include the following:
1. the wording of the motion or motions each followed by the words YES and NO,
2. the address of the Secretary to which the ballot shall be returned,
3. the deadline by which the ballot must be mailed when returned,
4. a space for the member to print his name,
5. a space for the member's signature.
SECTION 3. COUNTING THE BALLOTS The Secretary of Nominations Committee shall count the ballots. The vote may also be by voice.
SECTION 4. RESULT OF THE VOTE An affirmative vote, by at least a simple majority of the members voting on a specific resolution of election passes. Any member or his or her attorney may inspect all of the ballots if used. Ballots will remain in the possession of the Secretary for at least six months, following an election.
SECTION 5. ANNOUNCEMENT OF RESULT OF THE VOTE The result of the vote, in terms of whether or not the amendment was passed, will be advertised by President in Newsletter and/or on the website.
SECTION 6. ADOPTION OF THE BYLAWS The HTM Parent Association, at its meeting adopted these bylaws as indicated by their signature hereto:
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ARTICLE XI. MISCHELLANEOUS
SECTION 1. PARLIAMENTARY AUTHORITY Roberts Rules of Order, Revised, shall govern this HTM Parent Association on all issues not covered by these bylaws.
SECTION 2. STANDING RULES There shall be standing rules as may be necessary to provide detailed policy and procedure for all the functions of this ASsociation, provided such rules are not in conflict with these bylaws. Such rules may be adopted, amended or rescinded by a simple majority of the Board of Directors.
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ARTICLE XII. DISSOLUTION
SECTION 1. On dissolution of the High Tech Middle Parent Association, any funds remaining shall be distributed to one or more educational organizations selected by the sitting Board of Directors at the time of dissolution.
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