Constitution of the Alverno High School Parents’ Association
ARTICLE ONE
NAME
The name of this organization shall be the Alverno Parents’ Association (herein after known as the “APA”), an association of Alverno High School (herein after known as the “School”).
ARTICLE TWO
OFFICES
Section 1. Principal Office. The principal office for the transaction of any business of the APA is located at 200 N. Michillinda Avenue, in the city of Sierra Madre, County of Los Angeles, State of California.
Section 2. Other Offices. Meetings of the Parent Council can be held at locations other than the principal office, if so agreed upon by the Officers of the organization and the Head of School, and if all Officers and the Head of School are so notified.
ARTICLE THREE
PURPOSES
The APA was formed to provide for its members a way of uniting their effort to (a) bring into closer relation the home and the School, that parents and teachers may cooperate intelligently in the education of adolescent girls, (b) promote the success and general welfare of the School, (c) assist the administration, faculty, and students in the School events and programs, (d) communicate with all bodies concerned in the education of Alverno students, including Trustees, staff, and students, (e) to create and support fund-raising projects.
ARTICLE FOUR
BASIC POLICIES
The following are basic APA policies:
(a) all APA activities shall be conducted in coordination with the Administration of the School;
(b) no APA activities shall be undertaken without the specific approval of the Head of School, who is solely responsible for the conduct of School affairs and is solely accountable to the Board of Trustees;
(c) the APA shall be non-commercial and non-partisan;
(d) the name of the APA, or the names of any members or their official capacities, shall not be used in connection with a commercial concern with any partisan interest or for any purpose not appropriately related to promotion of the purposes of the APA;
(e) the APA is not a separate legal entity. The assets/liabilities of the APA are maintained by the School.
ARTICLE FIVE
MEMBERSHIP AND DUES
Section 1. Members. The APA members are the parents, guardians, or other persons primarily responsible for students attending Alverno High School (herein known as “Members”).
Section 2. Dues. Dues shall be established by the Parent Council in April of each year, and shall be paid directly to the School with the registration fees for the upcoming school year. At the beginning of each school year, the School shall transfer to the APA the amount equaling the number of families who have paid their dues. No individual or guardian shall be denied APA membership because of non-payment of dues.
ARTICLE SIX
OFFICERS AND THEIR ELECTION
Section 1. Officers. Each officer of this organization shall be a member of the APA.
Section 2. Parent Council. The Parent Council of the APA shall be comprised of the elected officers as named; the President, the First and Second Vice-Presidents, the Treasurer, the Recording/Communications Secretary, Boosters Club President, the Grade Representatives, the Parliamentarian, Chairpersons of events and programs sponsored by the APA and Members-at-Large as set forth in Article Seven of these Bylaws. The Grade Representatives shall consist of no fewer than one per grade level, but no more than two per grade level. The Head of School, or her/his appointee, shall be a member of virtue of her/his office.
Section 3. Election of Officers. These procedures shall be followed in the election of the APA officers;
(a) the name of willing candidates for officers shall be submitted to the Parent Council by February 28th of each year;
(b) the slate of officers shall be reviewed by the President and the Head of School;
(c) the slate will be published to the Members at least two weeks prior to the date set for the election;
(d) the election will take place in May at a general meeting of the Members;
(e) the Members present at this meeting will elect by voice vote.
Section 4. Term of Office. All APA officers shall be elected for a one-year term that is in effect from May of the year elected, until May of the following year, with exception of the President, who may serve two consecutive one-year terms. No officer shall hold the same office for more than two terms.
Section 5. Subordinate Officers. The Parent Council may appoint, and may authorize the President to appoint, any other officers that the APA business may require, each of whom shall have the title, hold office for the period and perform the duties specified in the Bylaws or determined from time-to-time by the Parent Council.
Section 6. Removal of Officers. Subject to the rights, if any, of an officer, any officer may be removed for dereliction of duty, for public scandal, or behaviors that seriously undermine the purposes of the organization, by the affirmative vote of at least two-thirds of Council members represented at a regular Council meeting or a special meeting called for this purpose.
Section 7. Resignation of Officers. An officer may resign at any time giving written notice to the President or the Head of School. Any resignation shall take effect at the date of the receipt of that notice or at any later time specified in that notice. Acceptance of the resignation shall not be necessary to make it effective. The President shall schedule the resignation letter for the review of the Parent Council at the next available Parent Council meeting.
Section 8. Officer Absenteeism. If any officer misses three consecutive Parent Council meetings, or three consecutive meetings of any standing committee, the Parent Council may, at its discretion, determine that such absence is equivalent to resignation.
Section 9. Vacancies. A vacancy occurring in any office shall be filled for the unexpired term by a person appointed by the President and the Head of School, notice of such appointment being given to the Parent Council after it has taken place. In the case where a vacancy occurs in the office of the President, the first Vice-President shall serve the unexpired term.
Section 10. Service Hour Credit. Parent Council members in good standing shall be eligible for service hour credit in exchange for participation in Parent Council meetings and other APA sponsored events. Qualifying events and service hour credits shall be determined from time-to-time by the Parent Council.
ARTICLE SEVEN
MEMBERS-AT-LARGE
Section 1. Members-at-large. Parents and guardians who desire to be involved in the work of the Parent Council may become members-at-large by virtue of their interest. These persons must attend the first fall meeting of the Parent Council and declare their willingness to attend each scheduled meeting of the Parent Council. In addition, by their attendance it shall be presumed that these members-at-large shall act as members of ad hoc committees and take an active role in the APA events and programs. If these members-at-large miss two consecutive meetings of the Parent Council, the Parent Council, at its discretion, may determine that such absence is equivalent to resignation.
(a) members-at-large shall be approved by the Parent Council
(b) vacancies in members-at-large seats need not be filled by the Parent Council
ARTICLE EIGHT
MEETINGS
Section 1. Meetings of the Members. A minimum of two general APA meetings shall be held on the Alverno campus each school year; Members will be notified of the time, place, and agenda for each meeting. Members may notify any officer or the Head of School of items of concern to the whole; These items shall be included on the agenda. Minutes of these meetings shall be taken by the Recording/Communication Secretary and published for the Members.
Section 2. Meetings of the Parent Council. The Parent Council shall meet at times designated by the President, to include at least three meetings annually, two prior to the meetings of the Members, and one in May to calendar events for the coming school year. Special meetings of the Parent Council may be requested by any member of the Parent Council. The President shall call a special meeting if it is determined that a matter of importance must be considered. All members of the Parent Council must be personally notified by phone call of the special meetings. A simple majority of the Parent Council must include the Head of School or her/his appointee in order for the special meeting to be held.
Section 3. Open Meetings. Meetings of the Parent Council shall be open to all members of the Alverno community. Meeting dates of the Parent Council shall be published in the School Calendar.
Section 4. Meeting Minutes. Minutes shall be kept by the Recording/Communications Secretary for all regular and special Parent Council meetings. Minutes for all Parent Council meetings shall be scheduled for approval at the subsequent Parent Council meeting.
Section 5. Voting. The privilege of making motions, debating and voting shall be limited to APA members at meetings of the Members and members of the Council at meetings of the Parent Council. The number of members that constitute a quorum for each of these groups shall be:
(a) (50) members shall constitute a quorum for the transaction of business at a general meeting of the Members.
(b) a simple majority including the Head of School or her/his appointee shall constitute a quorum at a meeting of the Parent Council.
ARTICLE NINE
DUTIES OF OFFICERS
The Parent Council shall develop job descriptions for the various officers. The job descriptions shall be reviewed by the Parent Council on occasion and revised to reflect changes in responsibilities and duties. The following duties outline major areas of responsibilities for the various officers.
Section1. President. The President shall:
(a) coordinate the work of officers and committees in order that the purposes of the APA may be promoted;
(b) preside at all APA meetings and the Parent Council;
(c) be a voting member ex-officio of all APA committees;
(d) review the financial reports prepared by the School Business Manager with the APA Treasurer;
(e) assure that the annual financial report goes to the APA archives;
(f) appoint the subordinate officers cited in Article VI, Section 1, and others as needed cited in Article VI, Section 5 and Members-at-large cited in Article VII, Section 1.
(g) be responsible for determining the agenda for all meetings;
(h) appoint the chair persons of standing committees, ad hoc committees;
(i) serve as liaison between the APA and the Head of School;
(j) perform such other duties as may be prescribed in these Bylaws or assigned to her/him by the Parent Council;
(k) assist in the identification, recruitment and transition of their replacement.
Section 2. Vice Presidents. The Vice-Presidents shall act as aides to the President and shall, in their designated order, perform the duties of the President in the absence or disability of that officer to act.
The First Vice-President shall:
(a) perform the duties of the President in her/his absence and serve as President-Elect;
(b) be responsible for all for all APA non fund-raising events and programs;
(c) perform such other duties as may be prescribed in these Bylaws, assigned to her/him by the President or by the Parent Council;
(d) assist in the identification, recruitment and transition of their replacement.
The Second Vice-President shall:
(a) serve as First Vice-President Elect;
(b) be responsible for all APA fund-raising events and programs sponsored by the Association;
(c) perform such other duties as may be prescribed in these Bylaws, or assigned to her/him by the President or by the Parent Council;
(d) assist in the identification, recruitment and transition of their replacement officer.
Section 3. Treasurer. The Treasurer shall:
(a) prepare the annual budget for the operation of the APA, and present this budget to the President, the Head of School and the Alverno High School Business Manager at the first school year meeting for the Parent Council;
(b) be responsible for requesting checks on the APA account and presenting them to the President for her/his approval and then submitting this request to the Alverno High School Business Manager;
(c) be responsible for giving detailed deposits to the Alverno High School Business Manager to deposit;
(d) obtaining a financial report from the Alverno High School Business Manager for each Parent Council meeting, and at each meeting of the members;
(e) be responsible for obtaining and reviewing the annual financial report from the Alverno High School Business Manager;
(f) perform such other duties as may be prescribed in these Bylaws, assigned to her/him by the President or by the Parent Council;
(g) assist in the identification, recruitment and transition of their replacement;
(h) consult with the Head of School on any changes in investments.
Section 4. Recording/Communications Secretary. The Recording/Communications Secretary shall:
(a) record and distribute minutes of all APA Member and Parent Council meetings;
(b) notify Parent Council and Members of meetings;
(c) keep a notebook of all correspondence, minutes, printed materials and newsletters as an archive notebook - - this notebook shall be given to the Head of School no later than June 15 of each year;
(d) perform such other duties as may be prescribed in these Bylaws, assigned to her/him by the President or by the Parent Council;
(e) coordinate with the Director of Development on all publicity posters and flyers that will be sent to the APA or the public;
(f) be responsible for all correspondence from the Parent Council;
(g) perform such other duties as may be prescribed in these Bylaws, assigned to her/him by the President or by the Parent Council;
(h) assist in the identification, recruitment and transition of their replacement.
Section 5. The Class Representatives:
(a) perform duties designated by the Parent Council;
(b) assist in the identification, recruitment and transition of their replacement.
Section 6. The Parliamentarian:
(a) be responsible for instructing the Parent Council in rudimentary parliamentary procedure;
(b) issue basic parliamentary rules to be followed by the Parent Council;
(c) be responsible for the correct presentation of all Parent Council agendas and minutes;
(d) serve as the source of information on correct procedures as the need arises in the meetings of the Members and the Parent Council;
(e) submit any copies of materials presented to the Recording/Communications Secretary for inclusion in the archives notebooks;
(f) perform such duties as may be prescribed in these Bylaws, assigned to her/him by the President or by the Parent Council;
(g) assist in the identification, recruitment and transition of their replacement.
Section 6. Duties at Expiration of Term of Office. Upon the expiration of the term of office or appointment or in case of resignation or termination, each officer or appointee shall turn over to the Head of School, without delay, all records, books and other materials pertaining to the office or appointment and shall return, without delay, all funds to the APA.
ARTICLE 10
FISCAL YEAR
The fiscal year of the APA shall begin July 1 and end June 30 in conjunction with the School’s fiscal year.
ARTICLE 11
THE SCHOLARSHIP ENDOWMENT FUND
- The Parent Council hereby directs the Association’s Treasurer to establish a separate line item in the Association’s budget known as the “Alverno Parent’s Association Scholarship Endowment Fund” or the “APASEF”. The line item shall include both the principal and earnings.
- The Treasurer is directed to reserve 10% of the Association’s annual revenues for the purpose of funding the APASEF. This will be done each year that the APA’s net income is in a positive position and able to meet these requirements. If reserving 10% of the total annual revenues will cause the Association’s net income to be in a deficit position, the percentage will be decreased to ensure that the Association, at a minimum, breaks even for the year (i.e. zero net income).
- The Treasurer is directed to invest the proceeds from the APASEF in consultation with the Head of School.
- The Parent Council will award scholarships at the end of each school year, for the purposes of providing scholarships for the upcoming school year.
- Nothing in this policy is designed to prohibit the Parent Council from augmenting the individual scholarship awards with other Association revenues as long as net income permits and does not provide a deficit.
MAJOR CAPITAL IMPROVEMENT FUND
- The Parent Council hereby directs the Association’s Treasurer to establish a separate line item in the Association’s budget known as the “Alverno Parents Association CIP” or the “APACIP”. The line item shall include both the principal and interest earnings.
- The Treasurer is directed to reserve 10% of the Association’s annual revenues for the purposes of funding the APACIP. This will be done each year that the APA’s net income is in a positive position and able to meet these requirements. If reserving 10% of the total annual revenues will cause the Association’s net income to be in a deficit position, the percentage will be decreased to ensure that the Association, at a minimum, breaks even for the year (i.e. zero net income).
- All APA funded projects from the APACIP must be consistent with the Alverno High School Master Plan. Requests for funding from the APACIP shall be initiated by the Head of School. The funding request shall be placed on a regular meeting agenda of the Parent Council for consideration by the Parent Council. Funding requested from the APACIP shall require a two-thirds majority vote of those in attendance at the Parent Council meeting where the request is being considered.
- Nothing in this policy is designed to prohibit the Parent Council from augmenting the capital improvements with other Association revenues as long as income permits and does not provide a deficit.
