HARVARD-WESTLAKE SCHOOL
PARENTS ASSOCIATION BYLAWS
ARTICLE I - NAME
The name of this organization shall be the Harvard-Westlake Parents' Association, referred to in these Bylaws as "the Association"
ARTICLE II - PURPOSE
The purpose of the Association shall be to support and enhance the activities of HarvardWestlake School, to encourage participation of and cooperation among all members of the Harvard-Westlake community, and to assist the Board of Trustees and Administration in maintaining the fullest possible sensitivity to the needs of the school community.
ARTICLE III - MEMBERSHIP
Section 1. Eligibility. Any parent, stepparent, or guardian of a current Harvard-Westlake student shall be eligible for membership.
Section 2. Membership. All parents, stepparents, and guardians of current Harvard-Westlake students who have paid their annual dues shall be members of the Association.
Section 3. Privileges of Membership. Subject to these bylaws Members shall have voting privileges and be eligible for election as an Executive Officer or for appointment as a Standing Committee Chairperson of the Association.
ARTICLE IV - DUES
The annual dues for members shall be established by Executive Officers of the Association. Dues shall be payable in September and shall be delinquent on October thirty-first (31"). No member delinquent in dues shall be eligible to hold a position as an Executive Officer or appointment as a Standing Committee Chair.
ARTICLE V - FISCAL YEAR
The fiscal year of the Association shall be from July first (1st) through June thirtieth (30th).
ARTICLE VI - GENERAL MEMBERSHIP MEETINGS
Section 1. Meetings. General Membership Meetings shall be held at least two times per fiscal year.
Section 2. Additional Meetings. Additional General Membership Meetings may be called by the President or at the discretion of the Executive Officers.
Section 3. Quorum. Ten percent (10%) of the membership shall constitute a quorum for the purposes of conducting votes under these Bylaws.
ARTICLE VII - THE EXECUTIVE OFFICERS
Section 1. Personnel. The elected officers of the Association shall be:
President
Executive Vice President
Middle School Administrative Vice President
Upper School Administrative Vice President
Ways and Means Vice President
Program Vice President
Recording Secretary
Corresponding Secretary
Treasurer
These elected officers, with the addition of the immediate Past President, shall constitute The Executive Officers of the Association - The Past President shall serve without a vote in Executive Officers decisions.
Section 2. Terms of Office. The Executive Officers shall be elected to a one-year term. The Term shall commence upon election and subsequent induction at the HWPA In/Out Board Meeting and terminate upon the fulfillment of their obligations for their elected year. No officer, except President, shall be elected to an Executive Office for more than two (2) consecutive terms.
Section 3. Duties.
A. President.
1. Shall preside at all Executive Officer Meetings, all General Membership Meetings and all Standing Committee Chairperson Meetings
2. Shall appoint all Standing Committee and Ad Hoc Committee Chairpersons.
3. Shall sign a written order for all disbursements and co-sign checks.
4. Shall review all Association communications prior to their use.
5. Shall review and approve all contracts with the appropriate Executive Officer.
6. Shall serve as an ex-officio member of the Harvard-Westlake School Board of Trustees.
7. Shall serve as an ex-officio member of all committees.
8. Shall, subject to these Bylaws, set the dates and locations of all General Meetings, Executive Officer and Standing Committee Chairperson Meetings.
9. Shall delegate the foregoing authority as needed.
B. Executive Vice President
1. Shall assist the President and assume the Presidential duties in the absence of the President.
2. Shall supervise programs and events for the Standing Committees for which they are responsible per the HWPA Organizational Chart
3. Shall review and approve all contracts with President for grade level events, including but not limited to, father-son and mother-daughter senior events, as well as grade level parties.
4. Shall sign, in the absence of the President, ail approved contracts for grade level events, including but not limited to, father-son and mother-daughter senior events, as well as grade level parties.
5. Shall co-sign checks in the absence of the President or the Treasurer.
6. Shall delegate the foregoing authority as needed.
C. Middle and Upper School Administrative Vice Presidents
1. Shall supervise programs and events for the Standing Committees for which they are responsible per the HWPA Organizational chart.
2. Shall delegate the foregoing authority as needed.
D. Ways and Means Vice-President
1. Shall supervise programs and events for the Standing Committees for which they are responsible per the HWPA organizational chart.
2. Shall secure the approval of the Headmaster for all fund raising activities of the Association.
3. Shall secure necessary signatures on all contracts.
4. Shall in the absence of the President, sign all necessary contracts.
5. Shall be responsible for all Association fund raising events approved by the Executive Officers.
6. Shall delegate the foregoing authority as needed.
E. Program Vice President
1. Shall develop Association sponsored programs for the enjoyment and enlightenment of the Association membership.
2. Shall supervise programs and events for the Standing Committees for which they are responsible per the HWPA Organizational Chart.
3. Shall delegate the foregoing authority as needed.
F. Recording Secretary
1. Shall keep accurate and complete minutes of all Executive Officer Meetings, HWPA Board Meetings and General Membership Meetings.
2. Shall co-sign all checks in the event that the President, Executive Vice President and/or Treasurer are unable to sign.
G. Corresponding Secretary
1. Shall conduct the general correspondence of the Association.
2. Shall issue notice of all meetings in accordance with these Bylaws.
H. Treasurer
1. Shall arrange deposit of all funds as designated by the Executive Officers.
2. Shall co-sign all checks with the President.
3. Shall keep an itemized account of all receipts and disbursements and provide copy to the President.
4. Shall provide a monthly written financial report to the Executive Officers and present financial reports at all HWPA Board Meetings.
5. Shall work closely with all Event Treasurers.
Section 4. Vacancies. Any Executive Office left vacant between elections shall be filled by a vote of the Executive Officers.
ARTICLE VIII - HWPA BOARD
(HARVARD-WESTLAKE PARENTS' ASSOCIATION BOARD)
Section 1. Personnel. The HWPA Board shall consist of:
the Executive Officers
the Standing Committee Chairpersons
the Ad Hoc Chairpersons
the Board of Trustees Liaison
and all others as designated by the President, with the approval of the Executive Officers.
Section 2. Duties. Except as otherwise provided in these Bylaws, all business of the Association shall be conducted by the Executive Officers.
Section 3. Quorum. Ten % (10) of the HWPA Board membership shall constitute a quorum to conduct the business of the HWPA Board.
Section 4. Guests. The President may invite representatives of the Board of Trustees, administration, faculty, alumni, students, parents, and others to attend HWPA Board Meetings.
Section 5. Eligibility. Only members of the Association may be appointed by the President to serve on the HWPA Board.
Section 6. Voting Privileges.
A. The Past President and Board of Trustees Liaison shall serve with a vote only if they are the parent of a current student in Harvard-Westlake School.
B. All other members of the HWPA Board shall each serve with one vote.
ARTICLE IX - STANDING COMMITTEES
Section 1. Standing Committee Chairpersons. Standing Committee Chairpersons may include, but are not limited to the following:
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Allocations |
Blood Drive |
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Annual Event - Gala |
Board of Trustees Liaison |
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Annual Event - Auction |
Bylaws/Parliamentarian |
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Arts' Coordination |
Community Service |
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Faculty Appreciation |
Nominations |
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Grad Night |
Parents' Sports Support |
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Grade Representatives |
Parent Networking |
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Historian |
Senior Event – Father/Son |
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Homecoming |
Senior Event - Mother/Daughter |
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Hospitality |
Student Store |
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Interfaith Council |
Telephone Tree |
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Japanese Exchange |
Used Books |
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Library |
Volunteer Coordinator |
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Membership |
Website |
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Newsletter |
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A. The Standing Committee Chairpersons shall report to the Executive Officer as prescribed in the presiding Presidents' Organizational Chart.
B. The Standing Committee Chairpersons are to be determined by the presiding President.
ARTICLE X - AD HOC COMMITTEES
When deemed advisable, the Executive Officers or the President shall have the authority to create Ad Hoc Committees to fulfill special, non-recurring duties. The chairperson of each Ad Hoc committee shall be appointed by the President to serve as a non-voting member of the HWPA Board.
ARTICLE XI - NOMINATIONS AND ELECTIONS
Section 1. The Nominating Committee
A. Personnel. The Nominating Committee shall consist of a Chairperson, who shall serve without vote, and twelve (12) elected members who represent the interests of the Middle and Upper School communities. The President and Parliamentarian shall participate as non-voting members.
1. Four (4) members, shall be elected from the current Standing Committee Chairpersons by the HWPA Board.
2. Eight (8) members shall be elected by the General Membership of the Association from a list of nominees not currently serving on the HWPA Board.
3. All nominees who were not elected in the current year shall be eligible to serve as alternates.
B. Eligibility.
1. Only members of the Association are eligible to serve on the Nominating Committee.
2. Any member of the Association, including Executive Officers and the Nominating Chairperson, can nominate a member for Nominating Committee membership by notifying the Nominating Committee Chairperson in writing by January thirty-first (31st).
3. In the event that an alternate is needed to serve on the Committee, the Nominating Chairperson shall appoint an alternate(s) from the list of nominees. Alternates to the Nominating Committee shall be determined according to the number of votes received.
4. A Candidate seeking office as an Executive Officer shall not sit on the nominating committee for the incoming term.
Section 2. Election and Installation of The Executive Officers.
A. The Slate. The Nominating Committee shall prepare a slate of candidates, nominating a candidate(s) for each Executive Office.
B. Notification of Election. The slate shall be delivered to all members of the Association at least three (3) weeks prior to the last General Membership Meeting of the fiscal year.
C. Additional Nominations. Any member of the Association may make additional nominations to the Nominating Committee slate, by submitting the nomination in writing accompanied by a letter of consent from the nominee. Both letters must be received by the Nominating Committee Chairperson at least forty-eight (48) hours prior to the last General Membership Meeting of the fiscal year.
D. Vote. Executive Officers may be elected by the adoption of the slate presented by the Nominating Committee. If there is more than one nominee for any one position, election shall be by secret ballot. The majority vote of those members present shall elect the Officer. In the event of a tie, the Nominating Committee Chairperson shall cast the deciding vote.
ARTICLE XII - AMENDMENTS AND RULES OF ORDER
These Bylaws may be amended by a two-thirds (2/3rds) affirmative vote of the members present at any General Membership Meeting, provided that one (1) a quorum is present, and that two (2) each member of the Association has been notified of the proposal to amend at least two (2) weeks prior to the date of the meeting Robert's Rules of Order Newly Revised shall be the parliamentary authority for all matters of procedure not covered by these Bylaws or Standing Rules adopted by the Association.
STANDING RULES
The Association
A. Shall be responsible for providing funds for its own activities.
B. Membership shall be responsible for submitting all written Association communication to the President, for approval, prior to its use.
The HWPA Board
A. Issues not reserved to the Executive Officers shall be decided by the HWPA Board.
B. Every attempt shall be made not to appoint a HWPA Board member to the same office for more than two (2) consecutive terms.
C. All HWPA Board Meetings are open to all members of the Harvard-Westlake community. Anyone wishing to have an item placed on the agenda should notify the President one (1) week prior to the meeting- The President shall have the authority to determine whether such item shall be placed on the agenda.
D. The President Elect
1. Must be a member of the HWPA Board during the school year of his/her nomination.
2. Shall, in the selection of the HWPA Board, be mindful that the Board be representative of the entire school's blend of geographic, student grade level population, sex, ethnic and economic diversity.
E. The Executive Vice President
1. Shall secure the President's thank you gift.
2. Shall request that one representative per grade level be in attendance at each and every HWPA Board meeting and General Membership Meeting.
F. The Middle and Upper School Administrative Vice Presidents shall coordinate the uses of the storage facilities and closets that are used for the Association events on each campus.
G. The Treasurer shall secure the necessary bank signature cards and have them validated and ready for activation on July first (1st).
H. The Bylaws Chairperson shall serve as Parliamentarian.
The Nominating Committee
A. The General Membership of the Association shall elect candidates for the Nominating Committee from the General Membership by secret ballot. The ballot shall include each candidate's name and the grade level of each of his/her enrolled children. The ballot will provide for each member of the Association to cast a total of eight (8) votes to be equally allocated among candidates as follows: four representing the Middle School and four representing the Upper School.
B. The Committee shall attempt to see that no individual be elected to an Executive Office for more than three (3) years in a six (6) year period.
C. After the Nominating Committee has created its slate of officers, the Chairperson shall provide a comprehensive list to the President Elect of all self-nominations, suggestions, comments, and recommendations pertaining to the Executive Officers.
The Allocations Committee
A. Shall consist of the President, Executive Vice President, Middle School Administrative Vice President, Upper Schbol Administrative Vice President, Ways and Means Vice President and Treasurer. In addition, the Allocations Chairperson shall appoint five (5) members at large who are not currently serving on the HWPA Board.
B. Shall actively solicit suggestions for how to best allocate the Association's funds.
C. Shall evaluate all suggestions and send recommendations to the HWPA Board for its approval.
D. The chairperson for the Allocations Committee must have served as a member of the committee.