Bylaws, Budget & Minutes

BYLAWS OF THE HIGHLAND FAMILY ASSOCIATION 

ARTICLE I – NAME 

The name of the Association shall be the “Highland Family Association“ or “HFA”. ARTICLE II – OBJECTIVES 
The objective of the HFA will be to promote good will, communication, and cooperation  between and among parents, faculty, administration and students. In addition, the HFA  will direct and coordinate social functions, fund-raisers, and volunteer activities whose  profits purchase items and/or fund programs that enhance the educational experience of  the students.  

ARTICLE III – POLICIES 

Section 1: This Association shall be non-commercial, non-sectarian, and non-partisan. No commercial enterprise or any candidate shall be endorsed by it. Neither the name of  the Association nor its officers in their official capacities shall be used in connection with  a commercial concern or with any partisan interest, or for other than the regular work of  the Association. 
Section 2: The Association shall not seek to direct the administrative activities of the  school nor control their policies. 
Section 3: The Association may cooperate with other organizations and agencies active  in child welfare. The Association may participate in conference groups and coordinating  committees uniting for child welfare. 

ARTICLE IV – MEMBERSHIP 

Section 1: The membership of this organization shall consist of all parents, guardians,  administrators, and teachers of children enrolled at Highland Middle School.
Section 2: The privilege of holding office, making motions, and voting shall be limited to  the members. 
Section 3: No dues shall be required for membership, unless established by the Executive  Board with the approval of a majority of the membership. 

ARTICLE V – EXECUTIVE BOARD 

The Executive Board shall consist of the officers of the Association, the chairs of the  standing committees, the principal of the school or a representative designated by same,  and a faculty representative.

ARTICLE VI – EXECUTIVE COMMITTEE 

The Executive Committee of the Board shall consist of the officers of the Association and  the principal, or a designated representative. The duties of the Executive Committee shall  be to transact necessary business between Board meetings and such other business as  may be referred to it by the Association. 

ARTICLE VII – OFFICERS AND THEIR ELECTION 

Section 1: The officers of the Association shall be President, First Vice President, Second  Vice President, Secretary, and Treasurer. Each officer shall be a member of the HFA and  no member may hold two (2) offices simultaneously. Officers shall hold office for a term  of 2 years or until a successor is elected.  
Section 2: Open positions will be posted in school newsletter, and/or all current social  media platforms, to solicit interest from the membership.  
Section 3: Election and installation of officers shall be held at a meeting prior to June 1.  Officers shall assume the duties of office upon installation. 
Section 4: Notice of the slate of nomination(s) and date of the election shall be given to  the membership via the Highland Highlights, and/or all current social media platforms, or  any other school-home publication by the President. 
Section 5: Election shall be by ballot when there is more than one nominee for an office.  When there is only one nominee for an office, a majority of those members attending the  meeting is required for an election. 
Section 6: Vacancies in office shall be filled by a majority vote of the Executive Commit tee for the unexpired term. 

ARTICLE VIII – DUTIES OF OFFICERS 

Section 1: The President shall preside at all meeting of the Association and of the Execu tive Board; shall be a member of all committees; shall maintain current knowledge of all  committee activities; shall be a delegate of the Family Association of District 70; shall be  
responsible for filling all committee chairs; and shall perform all other duties pertaining  to the office. 
Section 2: The First Vice President shall perform the duties of the President in the ab sence of that officer; shall be in charge of all volunteer lists. 
Section 3: The Second Vice President shall assist the President in attending to matters of  the administration; shall serve as delegate to the Family Association of District 70; and  shall perform other duties as assigned by the President. In the event of the death of a stu dent, the student’s sibling or parent, or a staff member, the Second Vice President will  confer with the school principal, school counselor and/or family concerning a donation 
(i.e., charitable organization, book for school library, plant) in the amount of $65 in a  manner that is best suited for the family. The Executive Board has the option to go above  and beyond the $65 amount if they vote to do so. The Second Vice President will also  communicate with the other schools involved, if appropriate, to coordinate assistance for  the family. 
Section 4: The Secretary shall keep an accurate and permanent record of all meetings of  the Association and of the Executive Board; shall serve as parliamentarian; shall serve as  the Board Member on the By-Laws Review Committee; and shall perform other duties as  assigned by the President. 
Section 5: The Treasurer shall receive all monies of the Association; shall keep an accu rate record of receipts and expenditures; and shall pay out local funds only as provided in  Section 6 of this article. The Treasurer shall provide updated monthly income and ex pense records at the monthly HFA meetings. The Treasurer, President, Secretary and the  principal shall have the authority to sign checks of the HFA account.
Section 6: The Executive Committee of the Board shall submit to the Board at the first  meeting of the school year a proposed budget for the year, including operating costs,  gifts, and all proper expenditures. Approval of the Association of this budget shall consti tute authority for the Executive Board to pay out funds coming within the scope of the  budget. The fiscal year shall begin August 1 and end July 31. 
Section 7: Expenditures arising after the approval of the budget or coming from outside  the scope of the budget shall be submitted individually for approval of the Executive  Board. Expenditures exceeding $250.00 shall be considered and voted upon at the next  meeting. 
Section 8: Written reports of all officers and chairs of all standing committees shall be  submitted at the last meeting of the Executive Board and turned over to their successors. 

ARTICLE IX – MEETINGS 

Section 1: A regular meeting of the Executive Board shall be held monthly as scheduled  by the President. All monthly meetings are open to the general membership. Meetings are  scheduled for September, October, November, January, February, March, April, and May.  Special meetings may be called by the Executive Committee with due notice being given. 
Section 2: A quorum shall consist of one-fourth of the membership of the Executive  Board. 
Section 3: This Association shall be represented on the Family Association of District 70  by the President, Second Vice President and the school principal. 

ARTICLE X – STANDING COMMITTEE 

There shall be such standing committees created by the President with the approval of the  Executive Board as may be required to promote the objects and interests of the Association. Their term of office shall be for one year. Each committee chair shall submit a  summary of the committee’s activities at the end of the school year.  

ARTICLE XI – AUDITING COMMITTEE 

There shall be an auditing committee appointed by the President, consisting of two persons; one from the Board, one from outside the Board. The Board member selected shall  not be the Treasurer. The committee shall be responsible for the auditing of the Treasurer’s books at the close of the fiscal year July 31 and at other times if required.  

 

ARTICLE XII – AMENDMENTS 

These bylaws may be amended in the following manner: proposed amendments shall be  presented to the Executive Board for approval. The proposed amendment shall then be  presented at any regular meeting, upon 10 days notice in writing to the membership, and  shall require a two-thirds vote of approval of the members present for adoption. 

 

ARTICLE XIII – RULES OF ORDER 

The rules contained in Robert’s Rules of Order Revised shall govern this Association in  all cases to which they are applicable. 

ARTICLE XIV – REVIEW OF BYLAWS 

These bylaws shall be reviewed by a committee appointed by the President every two  years or sooner if necessary. The Bylaws Committee shall consist of at least two members  of the Association, one of which must be a current member of the Executive Committee  and one of which is the Secretary.  

ARTICLE XV – OTHER PROVISIONS 

Section 1: The organization is organized exclusively for charitable, religious, educational  or scientific 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 corresponding section of any future federal tax code. 
Section 2: No part of the net earnings of the organization shall insure to the benefit of, or  be distributable to its members, trustees, officers or other private persons, except that the  organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purpose set  forth in the purpose clause hereof. No substantial part of the activities of the organization  shall be the carrying on of propaganda, or otherwise attempt to influence legislation, and  the organization shall not participate in, or intervene in (including the publishing or distributions of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any provisions of this document, or organization shall not carry on  any other activities not permitted to be carried on (a) by an organization exempt from  federal income tax under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or (b) by an organization, contributions to  which are deductible under section 170(c)(2) of the Internal Revenue Code, or corresponding section of any future federal tax code. 
Section 3: Upon dissolution of the organization, assets shall be distributed for one or  more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue  Code, or corresponding section of any future federal tax code, or shall be distributed to  federal government, or to a state or local government, for a public purpose. Any such as sets not disposed of by a court of competent jurisdiction of the county in which the prin cipal office of the organization is then located, exclusively for such purposes or to such  organizations or organizations, as said Court shall determine which organized and operated exclusively for such purposes. 

Revised and approved, May 14, 2019 
Kristen Vance, President 
Kara Andersen, 1st Vice President 
Lynn Patterson, 2nd Vice President 
Christy Fouts, Treasurer 
Meg Carter, Secretary