SPA: By Laws
TUCSON COUNTRY DAY SCHOOL (TCDS)
CONSTITUTION AND BYLAWS
PARENT TEACHER ORGANIZATION
Article I - Name
The name of this organization shall be the “Student Parent Association” (SPA).
Article II - Mission Statement
The Tucson Country Day School Student Parent Association is dedicated to enriching and supporting the lives of children, parents, and educators. We do this by providing information, resources, communication and services to the school community. We believe in open communication and in encouraging parental and community involvement in our school.
It is our belief that a team effort of parents, teachers, and staff, offers the best possible learning environment for our children.
For the purpose of the remainder of this document, whenever the word parent is used, the reference is intended to include all parents and guardians of TCDS students, as well as anyone representing or significant to a TCDS student and wishing to participate in the TCDS Community.
Article III - Vision Statement
The vision of the Tucson Country Day School Student Parent Association is to work in collaboration with the school community to establish the highest levels of academic achievement by creating a safe, respectful and inclusive environment where teachers can teach, students can learn and parents can be actively involved.
Article IV - Goals
1. Improve communications between home and school.
2. Assist with school sponsored events and activities.
3. Sponsor age appropriate, supervised, community events in an effort to highlight the importance of parental involvement in our children’s education.
4. Provide and equally distribute volunteer opportunities to Tucson Country Day School Parents.
5. Hold monthly meetings to discuss SPA events and activities.
6. Provide support to our teachers through classroom volunteering, supplemental educational materials and/or appreciation events.
7. Raise funds for those items not otherwise provided for in the school budget, to include and/or for the purpose of:
7a. Social and educational programs, events, and activities.
7b. Enriching, enhancing, and enlivening the educational and physical environment of the classroom, building and grounds of Tucson Country Day School.
7c. Staff Appreciation.
7d. Staff Enrichment.
8. Work together to create a pleasant meeting atmosphere.
8a. Welcome new people and ideas.
8b. Be respectful of differing opinions.
8c. Resist blame, gossip, and criticism.
8d. Never forget our common purpose – The Children.
9. Offer parent support as resources permit.
Article IV - Policies
* This Organization shall be non-commercial, non-sectarian, and non-partisan.
* This organization shall not seek to direct or control the administrative activities or policies of the school.
* This organization may make suggestions to the administration concerning activities of the school, if the suggestions are made for the betterment of conditions for all concerned (i.e. students, teachers, administrators and parents).
* The name of the Organization or the names of any member in their official capacities shall not be used in any connection with a commercial concern, partisan interest or any purpose not appropriately related to promotion of the Purposes of the Organization.
* The Organization may cooperate with other organizations and agencies concerned with child welfare, but persons representing the Organization in such matters shall make no commitments that bind the Organization.
* No part of the net earnings of this Organization shall go to the benefit of, or be distributed to its members, directors, officers, or other private persons. This organization does not pay for volunteer services but is authorized and empowered to pay reasonable compensation for services rendered, providing the expense complies with the group’s mission, vision and goals and has been voted upon within the guidelines of these Bylaws.
* This organization will only take part in those activities that are permitted of an organization exempt from federal income tax under Section 501 (c)(3) of the Internal Revenue Code.
* Upon dissolution of this Organization, after paying or adequately providing for, the debts and obligations of the Organization, the remaining assets shall be contributed to Tucson Country Day School (a public non-profit organization) to be used for the benefit of Tucson Country Day School students. If Tucson Country Day School is no longer in operation, the funds shall be distributed to another nonprofit fund, foundation or organization, which has established their tax exempt status under Section 501 (c)(3).
Article V - Membership
* Membership in this organization shall be made available to any individual who subscribes to the purposes for which this organization is established and is willing to support its policies and endorse its bylaws.
* Membership is established by being the legal guardian/parent of a student attending Tucson Country Day School. All are welcome. Membership is effective immediately. Attendance at a General Membership Meeting is encouraged. Meeting attendance is not a requirement for membership.
* All Members have the opportunity to make motions, debate, vote, serve on committees, and run for office. Making motions, debating, and voting are limited to members who are present at the meetings.
* There is no membership fee to join the Student Parent Association.
Article VI - Meetings
* Executive Board Meetings
1. The President will schedule the Executive Board Meetings held prior to General Membership Meetings and whenever necessary.
2. The President may call Special Meetings of the Executive Board. The President must call a Special Meeting upon the written request of three Board Members. Special meetings must be held within ten days of receiving a written request. All members must be notified of the meeting.
3. Executive Board Meetings are open to all, however making motions and voting is restricted to Officers only.
Quorum for Executive Board Meetings
The attendance of a Majority of Board Members shall constitute a quorum for the transaction of business at any meeting of the Executive Board.
* General Membership Meetings
1. Before the beginning of the school year, the Executive Board or General Membership will prepare the General Membership Meeting schedule for the following year. It will then be submitted to the Principal or School Secretary for inclusion on the school’s calendar.
2. Additional notifications of the school populace may be made through email, newsletter, flyers, driveway entrance sign, etc.
3. The General Membership meetings are currently held on the 2nd Monday of the month unless otherwise specified by the Calendar established and presented to the administration. This is to ensure that parents may mark their calendars ahead of time and make plans to attend.
Quorum for General Membership Meetings
The attendance of 3 Officers and 2 Members at large constitutes a quorum for the transaction of business at any General Membership Meeting.
* Meeting Format
1. General Membership Meetings are scheduled to begin at 5:30 p.m. and should not exceed 2 hours. To help achieve that goal, the agenda will be followed in a timely manner and discussion by each Member shall not exceed 2 minutes.
Article VII - Executive Board/Officers
* The Executive Board consists of:
2. Vice President
3. Secretary or Secretaries
Co-officers are an acceptable option to single officers; i.e. Co-President, Co-Vice President. To provide continuity from year to year, the officers shall each serve a two-year term. At the end of each term, new officers will be elected. If the President/Vice President or Co-Presidents are both new officers, the Incoming Executive Board may consider inviting the Past President or Vice President to remain on the Board for another year.
* Executive Board:
1. Develop goals for the organization.
2. Transact business in the intervals between General Membership Meetings.
2a. The Board may approve routine organizational bills within the limits of the budget adopted by the organization.
2b. The Board may authorize the payment of bills or expenses.
3. Receive and evaluate requests for funds.
3a. Bring before the General Membership requests in excess of $1,000.
4. Appoint Standing and Temporary Committees as necessary to carry out the mission and goals of the PTO.
5. Establish the duties and functions of Standing Committees.
6. Oversee Committees and/or Projects.
7. Appoint Officers when vacancies occur (Per Article XII – Voting/Elections (Vacancies)).
8. Select professional services to be used.
9. The Executive Board has the ability to request internal or external audits at any time.
Article VIII - Duties of Officers
* President/Co Presidents –
1. Guide the group in compliance with and pursuit of its mission and goals.
2. Be the primary contact for the Principal and Administration. If there are Co-Presidents, one shall be designated by mutual agreement.
3. Preside over, prepare agenda’s for, and attend all Executive Board and General Membership Meetings.
4. Member ex-officio of all committees (except - nominating committee).
5. Establish and appoint members to Special Committees as needed to reach PTO goals and conduct PTO business.
6. Appoint Committee Chairs for Standing and Special Committees.
7. Coordinate committee work to ensure objectives are met.
8. Monitor projects to ensure they are progressing appropriately and followed to completion.
9. Work with Special Committees to ensure communications are being distributed to Members.
10. Work with Special Committees to promote SPA at Student Orientation in August and any other event where promotion or representation of SPA seems appropriate.
11. When the Secretary in unable to count election ballots, appoint an alternate Officer that is not running for office.
12. Be the group spokesperson whenever necessary.
13. Receive and respond to PTO email and phone messages.
14. Assist individuals in finding answers to their questions or put them in contact with the person who can best address their concerns or questions.
15. Seek out ways to:
* Improve communications between parents, staff, and teachers.
* Provide useful SPA related information to the TCDS Community.
16. Notify SPA Members of Upcoming Meetings by one of the following: email, mail, telephone etc.
17. Receive General Membership Meeting Minutes forwarded by the Secretary and make them available to the SPA membership.
18. Provide copies of the Current Bylaws to anyone requesting them.
* Vice President
1. Assist the President.
2. Perform the duties of President in their absence or inability to serve.
3. Member ex-officio of all committees (except - nominating committee).
4. Help with Committees as needed.
1. Record an accurate account of the proceedings of all Executive Board and General Membership Meetings. To include:
1a. All expenditures.
1b. All Votes.
2. Provide a paper or electronic copy of the meeting minutes to the President for distribution to the Members.
3. Record attendance or provide a ‘sign in’ sheet at all General Membership and Executive Board Meetings.
4. Retain copies of attendance sheets with the Meeting Minutes.
5. Count the ballots during an election. The President will choose another officer if the Secretary is running for office.
6. Handle additional correspondence as directed by the Executive Board.
1. Keep an accurate record of receipts and disbursements in a ledger that is the permanent record and property of SPA.
2. Do a monthly reconciliation of the checkbook to the bank statements.
3a. Receive all monies for the organization. Within a maximum of 30 days from the receipt of the funds, deposit all monies into the SPA checking account.
3b. Retain a copy of all deposit slips.
4a. Make all disbursements within a maximum of 30 days from the receipt of the order of payment. All disbursements shall be made as authorized by the President or the Executive Board and in compliance of the approvals and conditions stated within these bylaws.
4b. Seek approval for all unauthorized funds.
5. Prepare Monthly Financial Statements. Provide copies upon request and be prepared to present a monthly financial report, at each Monthly General Membership or Executive Board Meeting as requested.
6. Prepare a Year-end Financial Statement at the close of the school year. Provide copies, as requested, and be prepared to present to the Executive Board upon completion.
7. Have physical custody of all SPA funds, bank accounts, and past and current financial records and documents. All financial records must be retained for 7 years, including the current year.
8. Work with internal or external auditors as requested by the Executive Board.
9. The Outgoing Treasurer transfers funds, checking account, and financial records and documents to the Incoming Treasurers.
* All Officers
1. Attend Executive Board and General Membership Meetings.
2. Perform the duties listed in these bylaws, as well as any other duties delegated to her or him by the President or Executive Board.
3. All newspaper & newsletter articles, flyers, or any materials representing TCDS or SPA need to be approved by the President and copies sent to the Principal before publishing or distributing.
4. In the event of resignation, or termination of office, each Officer shall turn over to the President, without delay, all records, books, and any materials pertaining to the position. All funds and financial records or documents belonging to the organization shall be turned over to the Treasurer without delay.
5. All Officers who have served out their term shall turn over to the incoming President, all records, books, and any other materials pertaining to the office or belonging to the organization by August 1st. All funds and financial documents or records pertaining to the office and/or belonging to the organization should be turned over to the Incoming Treasurer by August 1st.
Article IX - Miscellaneous Positions
* Non Member/Advisor
1. The Principal
1a. Attend General Membership Meetings.
1b. Consult and Assist the SPA Executive Board and Members.
1c. Act as liaison between Staff and SPA.
Article X - Committees
* This organization has 2 types of committees:
1. Standing Committees (long term) are for events, or activities that are repeated year after year, such as Social Events, Fundraising etc.
* The Executive Board may create Standing Committees as needed to conduct SPA business.
* The Executive Board will establish the duties of Standing Committees.
* The President will appoint chairperson(s).
* Standing Committees are terminated only when:
- The Executive Board determines that a committee is no longer essential and makes a recommendation for termination to the General Membership.
- A majority vote at a General Membership Meeting establishes agreement and dissolves the committee.
2. Special Committees (short term) are created for a specific time and/or task and shall cease to exist when that time or task has been completed.
* The President or Executive Board may originate Special Committees as needed to conduct SPA business.
* The President or the Executive Board shall establish the duties of Special Committees.
* The President will appoint chairperson(s).
* Upon completion of the project, the committee ceases to exist. Special Committees don’t pass from year to year. If the committee hasn’t already disbanded by the end of the school year, July 31st will be its dissolution date.
1. If Committee Members feel the group should continue into the following school year, they may bring their concerns before the Executive Board. The Executive Board will evaluate the ongoing need and may reestablish the committee in the fall, change the committee status to Standing or let the committee dissolve as planned.
* Currently – There are 2 Standing Committees.
2. Teacher Appreciation
* The Fundraising Committee has several fundraisers throughout the year.
* Before a fundraiser can be added to the school calendar, it must first be presented to the Fundraising Committee for vote and approval.
2. Teacher Appreciation
* Projects are determined by the committee but all are directed to show Teachers and Staff how much they are admired and respected.
* Committee shall, at times, coordinate with Classroom Representatives.
* Currently – There are several Special Committees that fall under the category of Social Events.
1. Social Events
* These are fundraisers held throughout the year whose function is to act as both a community-building event and also to raise money for SPA.
* These events will change from year-to-year and shall be decided upon by the beginning of the school year. A calendar of these events shall be submitted to the Principal for approval.
* All Social Event Committees will organize and complete the fundraiser to the best of their abilities.
* Committee Members
1. All Members have the opportunity to serve on committees.
2. Volunteers for Standing Committees are recruited through the volunteer sign up forms distributed at the August Orientation Meeting and all SPA Meetings during the Year.
3. Volunteers can join committees at any time during the school year.
* Committee Chairs
1. All members have the opportunity to serve as Committee Chairs.
2. The term for all Committee Chairs is 1 year, beginning August 1st and ending July 31st.
3. Committee Chairs report to:
* Standing Committee - the Executive Board.
* Special Committee - the President.
4. Approval is required before projects, events, or activities are undertaken.
* Standing Committees seek approval from the Executive Board.
* Special Committees seek approval from either the President or the Executive Board.
5. Inform the President of all committee meetings.
6. Give the President committee updates before each Executive Board Meeting.
7. Ensure that all volunteers that indicated a willingness to serve as a committee member are invited to meetings and allowed to partake in the planning of projects and events for the committee(s), which they have designated on the volunteer form.
8. Committee Chairs recruit additional volunteers from the PTO Volunteer Database.
9. All Newspaper & Newsletter articles, flyers, or any materials representing TCDS or SPA need to be approved by the President and copies sent to the Principal before publishing or distributing.
10. In the event of resignation, immediately turn over to the President any materials pertaining to the committee or belonging to the organization.
11. Upon serving out the term, turn over to the incoming President by August 1st, all materials pertaining to the committee or belonging to the organization.
Article XI - Finances
* Non-profit status
1. SPA is organized exclusively for charitable, educational purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under Section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
2. Upon the dissolution of SPA, all assets shall be distributed for one or more exempt purposes within the meaning of Section 501 (c)(3) of the Internal Revenue Code, or the 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. Any such assets not so distributed shall be disposed of by a Court of Competent Jurisdiction of the county in which the principal office of the group is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, in which are organized and operated exclusively for such purposes.
* Fiscal Year
1. The SPA Fiscal Year begins August 1st and ends July 31st. This creates a clear cutoff from one school year to the next. Each Year will coincide with the Treasurers term of office and each Year-end Financial Statement will be the work of 1 Treasurer (provided the elected Treasurer serves the full term).
1. The Employee Identification Number or EIN as it is commonly called, is the groups IRS assigned tax identification number.
2. SPA has been approved to use the EIN assigned to TCDS which is 26-3405393.
* Bank Accounts
1. All Financial Accounts held by SPA will be at a financial institution approved by the Executive Board.
* Account Information – Establish SPA Checking account as follows:
→ Account Name: Association Parent Tucson Country Day School
→ Under EIN 26-3405393
→ School address: 9239 E. Wrightstown Road, Tucson, Arizona 85715
→ Main Contact: Current Treasurer
→ Account Signers: President and Treasurer
1. Other than, for the transaction of SPA business (deposits and approved disbursements), no funds should be withdrawn, deposited, or transferred without the prior approval of the Executive Board.
* Check Signers
1. Only the President and/or Treasurer are allowed to sign checks, drafts or other orders for payment on behalf of SPA
* The Financial Books and Records
→ The SPA financial books and records are, at all reasonable times open for inspection. All inquiries should be directed to the President or Executive Board.
→ No loans shall be made by the organization to its officers or members.
* Authorization of Funds
$25 or less Overage on previously approved items – May be paid at the discretion of the Treasurer.
$0 - $1,500 A majority vote of the Executive Board may authorize bills or expenses for intervals between meetings.
$1,501 and Over Must be approved by the General Membership
* Requests for Funds
1. All those seeking a SPA contribution must first get approval from the Principal.
2. Complete a Fund Request Form. Contact Treasurer or School Secretary- extras near SPA Mailbox (in school office). The Form should be returned to the President, Treasurer, or PTO Mailbox for later pickup.
2a. All requests go through the Executive Board and may be presented to the Membership for vote and approval.
* Reimbursement or payment of approved requests shall be directed to the Treasurer.
* Monthly Treasurer Reports shall include:
→ A Beginning Checkbook Balance for the reporting month.
→ All deposits – with brief explanation for the source of funds.
→ Explanations of all miscellaneous credits to the account.
→ All checks or withdrawals – with check numbers, Payee and brief explanation.
→ Explain all miscellaneous bank charges to the account.
→ List all outstanding (unpaid) bills with name of individual or company and if exact amount is not known, approximate amount will do.
→ Ending Checkbook Balance for the reporting month.
* Yearly Financial Report shall include:
→ A beginning and ending of the year checkbook balance reconciled to bank statements.
→ Total of all deposits made during the year.
→ List by category (example: Cookie Dough Fundraiser).
→ Total of all Checks written and withdrawals made during the year.
→ List by category of withdrawal (example: Bank Charges, Teacher Appreciation, Donations to which teacher).
* Tax Filing
A Tax Return must be filed when Gross Receipts exceed $25,000 (Form 990).
→ Gross receipts are the total of all receipts of funds (checks and cash) before deducting any expenses or the cost of the product or service sold.
→ The Treasurer may file the Annual Tax Return, if the Treasurer is unable, the Executive Board will select the Tax Preparer.
* Contractual Obligations
The Executive Board must approve all expenses before entering into contracts or agreements. After the approval of funds, the Executive Board may authorize officers to enter into contracts or agreements for the purchase of materials or services on behalf of the PTO.
* Transfers Between Incoming & Outgoing Treasurers
1. The Outgoing Treasurer shall arrange the transfer of all financial accounts and the physical transfer of all past and current financial records, documents, bank statements, checkbook etc. belonging to SPA to the Incoming Treasurer.
This shall occur:
→ After all transactions for the current fiscal year have occurred or have been accounted for.
→ The Year End Financial Statement has been prepared.
→ All required tax filings have been prepared and forwarded.
→ After the close of the school year and before July 31st.
Article XII - Voting and Elections
* A Quorum is required to conduct business/voting at meetings.
1. A Quorum for an Executive Board Meeting requires the attendance of a majority of the Officers.
2. A Quorum for a General Membership Meeting requires the attendance of 3 Officers and 2 Members at Large.
* Running for Office
1. All Members have the opportunity to run for Office.
2. Only those who have consented to serve are eligible for nomination. The Nominee does not need to be present at the election, however they must have contacted a Member of the Nominating Committee or an Executive Board Member before the election and given a written or verbal consent to serve
3. Officers shall serve a term of 2 years.
4. Officers shall assume their official duties on August 1st of the year they are elected (the first day of SPA’s fiscal year).
1. All Members have the opportunity to make motions and vote.
2. Each Member has 1 vote; all votes are equal.
3. All voters must be present during the vote to participate.
4. The Principal shall be considered a Sitting Advisor or Consultant, not a member. The Principal does not vote.
* Election Date & Notification
1. The President and/or the Executive Board will determine at which General Membership Meeting the Election of Officers will be held. Elections are held in either March or April.
2. An appropriate notification of elections must be given to the current school populace and must be announced at the General Membership Meeting immediately preceding the election.
* The Election Process:
1. Nominations will be accepted and Candidates will be recruited in March.
2. Nominees will be announced at the General Membership Meeting immediately preceding the Election Meeting.
3. Following the announcements of the Nominees, an opportunity will be given for nominations from the floor.
4. Officers are elected by ballot. When there is only one Nominee for an office, a voice vote may be taken.
5. The Secretary will count the ballots, if the Secretary is running for office the President will appoint another officer that is not running for election.
6. The winner is chosen by a majority vote.
7. If an office remains unfilled after election, it shall be considered a vacant office to be filled by the Board Elect.
1. A Vacancy during the school year shall be filled within 10 days of its occurrence.
2. Vacancies are filled for the remainder of the term.
3. If a vacancy occurs in the office of President or Co President, the Vice President or the other Co -President shall assume the duties of President and the Executive Board shall appoint a Vice President.
4. Mid Year Election of a President/Co President requires a 2/3 vote of the Executive Board or a majority vote of the General Membership. All other Offices require a majority vote of either the Executive Board or the General Membership.
1. Any officer may be removed from office by the affirmative vote of two-thirds of the Executive Board members at any Regular or Special Board Meeting called for that purpose. Providing:
→ There is a quorum.
→ A written notice was presented or mailed to the officer at least 5 days before the meeting where the removal was to be voted upon. The officer is entitled to appear before and be heard by the voting members at this meeting.
2. Acceptable reasons for removal are:
→ Conduct detrimental to the interests of SPA.
→ Lack of sympathy with the organization’s mission or goals.
→ Refusal to render reasonable assistance in carrying out the duties of the office for which they were elected.
3. Upon removal, the office is declared vacant.
Article XIII - Parliamentary Procedure
* The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern this organization in all cases in which they are applicable and not in conflict with these bylaws. When such an instance occurs, the bylaws take precedence.
* A copy of the current edition of Robert’s Rules of Order Newly Revised is provided to the Presidents(s) and Secretary. The Secretary shall bring a copy to each General Membership and Executive Board Meeting.
Article XIV - Amendments/Revisions
* A committee may be appointed to revise the existing bylaws by either:
1. A 2/3 vote of the Executive Board.
2. A majority vote at a General Membership Meeting.
* These bylaws may be amended or revised at any General Membership Meeting by a two-thirds majority vote of those present, providing that:
1. A quorum is present.
2. Notice of the proposed amendment vote was announced at the previous General Membership Meeting or a 30-day written notice has been given to the membership.
* The Secretary will provide a current copy of the bylaws to anyone requesting one.
* The Secretary will bring a copy of the current bylaws to each General Membership and Executive Board Meeting.
Article XV - Adoption
* The Bylaws Committee on October 5, 2008 adopted these bylaws.
* They were subsequently approved by the General Membership on October 13, 2008 and shall take effect immediately.
Read or Display at Meeting
* One of Our Goals is:
To work together to create a pleasant atmosphere at this meeting.
We do that by:
* Welcoming new people and ideas.
* Being respectful of differing opinions.
* Resisting blame, gossip, and criticism.
* Never forgetting our common purpose – The Children.
* It is our goal to keep this meeting to 1 hour. We understand that there are times when that will not be possible, however the General Membership of this Organization has decided that meetings will adjourn after 90 minutes, regardless of unfinished business or open agenda items. All unfinished business will be forwarded to the next meeting agenda. If it is determined that there are items that cannot wait until the next General Membership Meeting, the resolution of these problems will fall to the President, Co-Presidents or Executive Board.
For that reason, we ask that you:
_ Stick to the Topic on the agenda.
_ Make your point and give others an opportunity to make theirs.
_ Do not interrupt when someone else is speaking.