BY LAWS
Constitution of the Silver Lake Home & School League
ARTICLE I - NAME
The name of this organization shall be the Silver Lake Home and School League, hereafter referred to as the League.
ARTICLE II - GOAL
The goal of the League is to enhance our children’s school experience by promoting goodwill and cooperation among the children, parents, teachers, and administrators of Silver Lake School.
ARTICLE III - MEMBERSHIP
League membership consists of parents and faculty who have paid annual dues. Dues are $8 per child and per faculty member or $25 per family, payable to Silver Lake HSL by Oct. 31.
ARTICLE IV - OFFICERS AND ELECTIONS
SECTION 1. No officer shall be elected to the same office for more than three consecutive terms.
SECTION 2. In January, the Secretary shall make an announcement that elections are coming up at the March meeting and advise members to submit their positions of choice to him/her by February 15th. The Secretary is also responsible for communicating the upcoming elections to the entire school body. Any member who has attended at least 3 HSL meetings and is in good standing with the HSL can run for any position they so desire. One member at large needs to be nominated to assist the secretary in counting the votes from the formal election.
At the March meeting the HSL will conduct their official elections. All members who are in good standing (paid their dues) are eligible to vote. The membership chair will provide an up to date list of all members in good standing. The elections will be a formal election where each position is voted on by a closed ballot. All the ballots will be counted by the Secretary and one member at large. The results will be announced at the March Meeting and recorded for the meeting minutes.
SECTION 3. Each candidate shall be elected individually by written ballot. Nominations from the floor shall be permitted. A majority vote of members present will decide the election. The election shall be conducted by the secretary and one member at large.
SECTION 4. A vacancy in any office shall be filled by the executive committee, except the presidency which is filled by the 1st vice president.
ARTICLE V - DUTIES OF OFFICERS
SECTION 1. The President shall:
Preside at meetings of the League and executive committee;
Be a member of all committees except the nominating committee;
Appoint standing and special committee chairmen;
Appoint a budget committee, consisting of the treasurer, the immediate past treasurer, the immediate past president, and any other League member necessary to make a committee of five;
Appoint an auditor;
Meet on a regular basis with the principal;
Attends as many Board of Education meetings as possible and keeps the league informed of important District issues.
Files the Attorney General documents by November 15th upon the conclusion of the Treasurers 990-N form submissions
SECTION 2. The Vice President shall:
Perform duties of the president in their absence;
Succeed automatically to the office of President for the unexpired term in the event of the inability of the president to serve;
Coordinate the planning of family events to be held during the school year;
SECTION 3. The Second Vice President (ex officio) shall:
May attend as schedule permits the school district’s board meetings and keep the League informed of its doings.
SECTION 4. The Secretary shall:
Keep a complete record of all meetings of the League and Executive Board;
Prepare a pre-meeting agenda for each monthly HSL meeting. This includes emailing all board members and committee chairs for speaking points. The agenda needs to be submitted to the President at least 3 days prior to the next scheduled meeting.
Once minutes are completed those minutes need to be posted on the Silver Lake Elementary website.
Responsible for creating and distributing election forms and communication to the school body of the upcoming elections. Also responsible for handling the election ballots and counting of ballots.
SECTION 5. The Treasurer shall:
Handle all finances of the League;
Keep a record of all receipts and disbursements of the League and present a written statement at the meetings of the membership. This written report shall contain:
Balance on hand at preceding meeting;
Itemized income received since above balance with the total of the current receipts to date of this report;
A total of all receipts available before any disbursements;
Itemized disbursements made for the current report period and a total of these disbursements; and
The new balance of cash on hand, after deducting the total disbursements from the total receipts on hand, with the date of the new balance.
Prepare and present at each meeting a written list of current bills for approval of payment and an additional list of ratification of payment of bills which have been paid by the treasurer;
Pay all bills within the limits of the operating budget, after receipt of the signed statement from the committee chairman or officer who authorized the purchase;
Close the books by June 30th of each year
Submit the books for audit to the Auditor at the conclusion of each 9 week grading period. Also a year end audit needs to be conducted.
Remind the board, when necessary, that any unexpected expense or purchase which is not covered in the budget must be approved by the board
At the end of the year, prepare a written summary showing the total receipts and total disbursements for all of the League activities for that year for the purpose of showing membership the effectiveness of our league and the projects we contribute to in the school year. The written summary shall be submitted by the treasurer at the September meeting.
Be the Chairman of the budget committee
Submit the IRS 990-N for by September 30th of each calendar year
ARTICLE VI - MEETINGS
SECTION 1. The League shall meet the first Thursday of each month except June, July, and August unless otherwise specified by the majority of the board members present and voting. There shall be either daytime or evening meetings, with the schedule set as soon as it can be determined.
The May meeting is a joint board meeting of the transition boards and shall be held at the end of the school year, as scheduled by the outgoing president.
Special meetings may be called by the board as needed.
Minimum of 5 voting members, with at least one of these being an Executive Officer shall constitute a quorum.
SECTION 2. The following business shall be covered:
Call to order;
Minutes;
Treasurer’s report;
Presentation of bills;
Reading of correspondence;
Officers’ reports;
Standing committee reports;
Special committee reports;
Unfinished business;
New business;
Announcements;
Adjournment.
ARTICLE VII - EXECUTIVE COMMITTEE & BOARD
SECTION 1. The Executive Committee shall consist of the League officers, President, 1st Vice President, 2nd Vice President (principal), secretary, and treasurer.
SECTION 2. The board shall consist of the officers, standing committee chairmen, principal, and the teacher representative with staff members serving in an ex. officio capacity.
ARTICLE VIII - COMMITTEES
There shall be two types of committees, standing committees and special committees. Chairmen for both will be appointed by the president. Standing committee chairmen shall serve on the board as voting members. Special committee chairmen shall serve on the board at the discretion of the president.
SECTION 1. General rules governing committees are:
Each standing and special committee chairman may select an assistant chairman whose name will be announced at the September board meeting.
Each standing and special committee chairman shall keep a record file of his/ her work to pass along to his/her successor. A copy of the financial report, which includes the previous year’s income and expenses and the estimated income for the ensuing year, shall also be submitted to the treasurer by the last day of school.
Each officer, standing committee chairman and special committee chairman shall be responsible for submitting the file of his/her office or chairmanship to his/her successor by the May joint board meeting.
SECTION 2. The standing committees and the duties of the chairman shall be:
Volunteer Coordinator—the chairman shall:
Arrange for volunteers as requested by the principal, teachers, and board to conduct and/or participate in school activities as needed.
Obtain refreshments and paper products for all official school functions, i.e., open house, board meetings, etc.
Contact board members for donation of food for these events;
Arrange for set up, serving and cleaning up of hospitality table
Must attend the monthly League meetings to receive information about upcoming events that volunteers are required. Distribute flyers, emails (via the communications chair) and social media posts to ensure the entire school is informed of the next month’s events and where their help or services are needed.
Library—the chairman shall:
Establish rules and regulations for the library
Establish operating procedures and maintenance of the library
Work with the Birthday Book Club Chair for the 4 BBC days
Set up a library schedule for the classes and secure a co-chair and any additional volunteers needed
Handle all aspects of the Book Fair
Membership- the chairman shall:
Conduct Membership drive for the League
Contact all new families during the school year to join the League
Provide a member in good standing list to the President by October 31st and then another updated list by February 15th for the elections
Communications Committee Chair Shall:
Publish school information as frequently as needed
Remind staff and board members to submit information;
Compile and prepare the information submitted;
Review content submissions with the president and principal before posting and/ or distributing.
Photograph all school events;
Preserve the historical documents and photographs of Silver Lake School;
Prepare and submit all news as approved by the League board to the local newspaper;
Work with the first vice president to promote family events;
Work with the ways and means chairman to promote fundraisers;
Maintain bulletin board.
Room Parents—the chairman shall:
At the beginning of the school year, be responsible for recruiting the room parents for each classroom;
Coordinate parties and picnics, through the assigned room parents, during the year; and
Disburse membership money to each classroom for the aforementioned parties or, if voted by the board, purchase appropriate refreshments for each class and distribute accordingly.
Ways and Means—the chairman shall:
Develop ideas for fall and spring fundraisers and present to board for approval; and
Organize committee to plan, execute, and evaluate fundraisers.
By-laws—the chairman shall:
Review the by-laws and present to the Board any suggested revisions, as needed; and
Prepare and distribute the dated and revised Constitution of the League
Read the Constitution out loud at the first meeting of the school year
Advise members of the league of the bylaws and proper procedure during all regularly scheduled monthly meetings
Food Pantry
Committee chair shall provide the partner agency (The Church in Silver Lake) with a monthly reporting for the Backpack disbursement for the previous month by the 5th of the following month.
Committee shall maintain with the help of Teacher, volunteers and food pantry kids help a meal plan, food inventory, food purchases through partner agency and retail stores, monthly pest reports and temperature reports.
Teacher shall provide the committee with written information for each bag disbursement to include: The number of children and adults in the home being served and any special information including known allergies.
Committee Chair shall submit check requests to treasurer for items ordered through Akron-Canton Food Bank. These funds are to be delivered or mailed to the partner agency (The Church in Silver Lake) within 1 week of the order being placed.
Committee shall work to promote, fundraise and hold food drives to benefit the SLE Food Pantry.
Food pantry purchases must be approved by teacher representative. Purchases for food pantry are exempt from Article IV Section 4 of the Silver Lake Home and School League bylaws.
SECTION 3. SPECIAL COMMITTEES and the duties of the chairman shall be:
Auditor- the chairman shall:
Receive from the treasurer the book and record of the League by the end of each 9 week session and well as by July 15th for the year-end audit;
Check all phases of income and disbursements and give a written report to the membership showing the conditions of the books at the September board meeting; and
Sign the actual books of the treasurer with the date of the final audit.
Budget—the chairman shall:
Call the committee together in August, as stipulated in Article V, Section 1, d;
Prepare an estimated budget with the estimated expenses and estimated income for the coming fiscal year; and
Present the budget at the September board meeting for approval.
Fifth Grade Recognition—the chairman shall:
Meet with the fifth grade teachers and the principal;
Set a date for the recognition ceremony;
Plan activities for fifth grade recognition and optional class gift to school; and
Monies remaining after activities and class gift revert to the general fund.
Birthday Book Club—the chairman shall:
Work with the library chairman to compile a book list, order, and process books to be placed in the library;
Solicit “Birthday Book” donations; and
As long as BBC is self-sustaining, the monies remaining in the BBC account at the end of the year shall carry over to the following school year.
Field Day—the chairman shall:
Work with the gym teacher to plan and execute a fun and healthy field day
Work with the treasurer to order field day ribbons
Organize volunteers to help the gym teacher with Field day and
Organize volunteers to provide any refreshments or items the school is requesting for field day
Teacher Appreciation – the chairman shall:
Organize and implement gestures of appreciation during the school year to the teachers of Silver Lake Elementary
ARTICLE IX - AMENDMENTS TO THE CONSTITUTION
This constitution may be amended at any regular meeting of the League Board by a 2/3 vote of the members present and voting, providing previous notice of the proposed amendment was given at least 10 days prior.
ARTICLE X - RULES OF ORDER
The rules contained in Robert’s Rules of Order, Newly Revised shall govern this League in all cases in which they are applicable and in which they are not inconsistent with this Constitution.
ARTICLE XI - SECTION 201(C)(3)
SECTION 1. The Home and School League is organized exclusively for charitable, religious, educational, and scientific purposes, including for such purposes, the making of distributions to organizations under section 501(C)(3) of the Internal Revenue Code (of the corresponding section of any future federal tax code).
SECTION 2. No part of the net earnings of the League shall inure to the benefit or, or be distributed to its members, trustees, directors, officers, or other private persons, except that the League shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of section 501(C)(3) purposes. No substantial part of the activities of the League shall be carrying on of propaganda, or otherwise attempting to influence legislation, and the League shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office.
SECTION 3. Notwithstanding any other provision of these articles, the League shall not carry on any other activities not permitted to be carried on (a) by a corporation/organization exempt from the 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 a corporation/organization, contributions to which are deductible under section 170(C)(3) of the Internal Revenue Code (or corresponding section of any future federal tax code.