Sayre Parents Association Bylaws
(Revisions from Spring Meeting to be Posted Soon)
The name of this organization is the Sayre Parents Association.
The purpose of the Sayre Parents Association is:
1. To serve as a liaison between parents, faculty and administration, enabling them to work together for the enhancement of all school programs.
2. To engage in activities promoting and assisting the educational program, physical plant development, and enrichment of Sayre School.
3. To provide funding for specifically designated school projects.
III. Membership Categories
1. Current Parent/Guardian. Membership in the Sayre Parents Association, shall be extended to any individual person or family having a child currently enrolled at Sayre School. Each current parent/guardian membership shall have one (1) vote per family.
2. Past Parent. Membership in the Sayre Parents Association shall be extended to any individual person or family having a child previously enrolled at Sayre School. Past Parent members may not hold an executive or standing chair position. Past Parent members do not have a vote.
IV. Compensation and Expenses
Members, including Officers and Committee Members, shall not receive any compensation for their services to the Sayre Parents Association. Out of pocket expenditures and/or purchases, previously authorized by the Executive Board or the membership for the sole purpose of carrying out business of the Sayre Parents Association, shall be reimbursed when a receipt and form for the expenditure are submitted to the Treasurer.
Meetings of the Sayre Parents Association will be held the second Thursday of each month when not in conflict with a scheduled Sayre non-school day. However, the Executive Board may choose one meeting per year to be held on the date of their choice. Meeting times will be determined by the Executive Board annually.
Voting. Each current parent/guardian membership shall have one (1) vote per family. No proxy voting is permitted.
Quorum. A quorum shall consist of ten (10) voting members of the Parents Association.
VI. Executive Board
The Executive Board will serve in an advisory capacity to the general membership of the Sayre Parents Association. This Board will review any and all information or requests made to the Association, and make recommendations to the general membership present at scheduled meetings.
Composition. The Executive Board shall consist of the Executive Officers: President, President-Elect, Secretary, Treasurer, Past President/Parliamentarian and ex-officio members.
Election. Executive officers shall be elected by ballot vote at the May meeting in the appropriate two year cycles. Officers shall assume their duties immediately following the May meeting in which they are elected.
Term. The term of office of President, President-Elect, Secretary, Treasurer and Past President/Parliamentarian shall be for two (2) years. The Secretary and Treasurer shall be elected in alternate years, the Secretary elected in the even year and the Treasurer elected in the odd year. The President shall not succeed her/his self. A current parent may serve additional terms as President, however there must be at least one (1) year lapse of time between the terms. This term limit shall not apply to the Secretary or Treasurer or President-Elect.
President – The President shall have and exercise general charge and supervision of the affairs of the Sayre Parents Association. The president shall preside at all meetings of the membership and the Executive Board. The President shall also represent the Sayre Parents Association as a member of the Sayre School Board of Trustees. In the absence of the President, the President-Elect shall preside at the meetings of the membership.
President-Elect - The President-Elect shall assist the President, assume the duties of the President in her/his absence and be responsible for updating the Parents Association web pages.
Secretary – The Secretary shall keep accurate minutes of all meetings of the membership and Executive Board and shall provide copies of these minutes for the records. The Secretary shall have charge of all correspondence. The Secretary shall maintain all the records of the Sayre Parents Association, including membership. These records shall be available for inspection by any member.
Treasurer – The Treasurer shall have supervision of all finances and financial records of the Sayre Parents Association. The Treasurer shall endorse and deposit all checks payable to the Sayre Parents Association in a designated account. The Treasurer shall make payments as may be necessary on behalf of the Sayre Parents Association. All checks over $1,000.00 shall require the signature of the President as well as the Treasurer. The Treasurer shall prepare the annual budget to be presented and voted on the at the September membership meeting. Approval of the budget requires a majority vote of those present and voting. The Treasurer shall keep an accurate record of all income and expenditures. The Treasurer shall present a financial report at all membership meetings and provide a written financial statement to be entered into the records with the minutes of each meeting. The Treasurer shall also provide a monthly financial report along with a monthly bank statement to the School’s Business Manager.
Past President/Parliamentarian – The Past President shall serve on the executive committee immediately following her/his term as President. The Past President shall also serve as parliamentarian during the membership meetings.
Meetings. Meetings of the Executive Board shall be held a minimum of three times per year. Meeting dates and times shall be determined by the President, and notification given either in writing, e-mail or by telephone, with at least two days advance notice. The President shall have the authority to execute decisions without a quorum when time is a factor.
Voting. Each Executive Board member shall have one (1) vote. Ex-officio members on the Executive Board shall not have a vote.
Quorum. A quorum shall consist of four (4) Executive Board members
Removal. An Executive Board member may be removed from their position for unsatisfactory service to the elected position. An Executive Board member may be removed by a two-thirds (2/3) vote of the Executive Board in conjunction with a two-thirds (2/3) vote of the Standing Committee Chairpersons.
Vacancies. If a vacancy occurs on the Executive Board before the expiration of the term, the President has the power to appoint a replacement for the position to serve the remainder of the term. If the vacancy is the President or President-Elect, the nominating committee shall appoint a replacement to serve the remainder of the term.
Standing Committees. Standing committees shall conduct activities that further the purpose of the Parents Association. Standing committees may be created or dissolved by the President with the approval of the Executive Board.
Election. The position of Standing Committee Chairperson is a voluntary position. Persons interested may submit their name to any member of the Executive Board. The President and the current Chairperson of a Standing committee are is responsible for securing the succeeding Chairperson of that Standing committee.
Term. A Standing Committee Chairperson shall serve a term of two (2) years. This person may also have the option of serving an additional term.
Duties. The Chairperson is expected to attend all general Association meetings, and may attend any or all meetings of the Executive Board meetings. The Chairperson is responsible for recording and reporting financial activities of their respective committee. The Chairperson is responsible for assisting in the recruiting and organizing of committee volunteers.
Annual Fund Raiser – Chairperson of the annual fund raising event will be responsible for the overall organization of the event. Chairperson is responsible for coordination of volunteers to assist with the project. Suggestions for the annual fund raiser will be made by the Executive Board and voted at any membership meeting provided the proposed action is included in the notice of such meeting. A majority vote shall be required to accept the proposed action.
Fall Festival – The Chairperson is responsible for overall organization, planning and recruitment of Lower School parents or outside volunteers for this event.
Holiday Event - The Chairperson is responsible for overall organization, planning and recruitment of parents, students or outside volunteers for this event.
Holiday Bazaar and Bake Sale – To be held in conjunction with the Holiday Event. Chairperson is responsible for organization and planning for this event.
Holiday Decorating – Chairperson is responsible for any seasonal decorating in or around Old Sayre and other campus buildings.
Hospitality – Chairperson shall be responsible for, but not limited to, the following: refreshments for Back to School Nights, Graduation, night meetings, Fine Arts events, and Head of School's Forum. Chairperson shall make arrangements for any social events assigned by the Executive Board and/or membership.
Parent Enrichment – Chairperson is responsible for planning topical forums designed with parenting in mind through out the year.
Sayre Appreciation – Chairperson is responsible for the distribution of gifts for new faculty members and holiday gifts for faculty, administration, and staff for Holiday and Sayre Appreciation Week. Chairperson arranges for food baskets of packaged snacks in all three divisions and Old Sayre on the first day of school. The Chairperson shall also help coordinate Sayre Appreciation Week and Luncheon.
Spartan Shop – Chairperson shall be responsible for the management of the Sayre Spartan Shop, including but not limited to ordering, sales, and reporting of expenditures and profits.
Special Committees - Special Committees are those representing activities, which have a special and temporary purpose for the Parents Association. Special committees may be created or dissolved by the President with the approval of the Executive Board. The position of Special Committee Chairperson is a voluntary position. The President is responsible for appointing all Chairpersons. A Special Committee Chairperson shall serve for a term designated by the President. A Special Committee Chairperson is expected to attend all general Association meetings, and may attend any or all meetings of the Executive Board. The duties of the Chairperson will vary depending on the nature of the Special Committee and shall be defined by the President.
VIII. Nomination and Election Committee
The Nominating Committee of the Sayre Parents Association shall consist of the following: The current President, Vice President, Head of School, Administrative liaison to the Parents Association.
Slate. The committee shall prepare and present a slate for the Parents Association executive officer positions to be filled by the April meeting. Anyone wishing to serve as a member of the Executive Board may notify the Secretary, in writing, by email or by telephone, before the February meeting to have his/her name placed in consideration for nomination. Additional nominations shall also be taken from the floor at the election meeting.
Election. Names placed in nomination by the nominating committee for the elected positions shall be presented for a ballot vote. Additional nominations shall be taken from the floor. Election to office requires a majority vote of members present and voting, provided notification of the election is included in the notice of such meeting.
IX. Procedure for Allocation of Funds
Members of the Executive Board and any Committee Chairpersons who wish to participate will review requests submitted in writing by the Head of School, School Heads, Department Heads, staff and/or the general faculty. The Executive Board and any Committee Chairperson present will then determine the best usage of the available funds. Recommendations will be made to the general membership and voted on at the May meeting. Approval requires a majority vote of members present and voting.
X. Administrative Liaison
There shall be a Sayre Administrative Liaison, appointed by the Administration of Sayre, who shall serve as an ex-officio member on the Executive Board.
The Bylaws may be amended or repealed by a two-thirds majority vote of the members present and voting at any meeting of the Sayre Parents Association provided the proposed action is included in the notice of such meeting.
Proposal for Amendment: September 11, 2012