ByLaws

(a 

THE SMITHFIELD HIGH SCHOOL PARENT COUNCIL 

CODE OF REGULATIONS 

(BYLAWS) 

Article. Name 

Section 01.01 This Association shall be known by the name of The Smithfield High School (SHS) Parent Council. 

Article. Objectives 

Section 02.01 The Association shall enrich and promote the welfare of the students of Smithfield High School and enhance the school, home, and community relationships. 

Section 02.02 The Association shall sponsor activities to assist in the physical, emotional, intellectual, educational, and social growth of the students and the families of Smithfield High School and be supportive and adaptable to the needs and relative issues the Smithfield High School students and community are facing. 

Article. Membership 

Section 03.01 Membership in the Association shall be open to parents, teachers and the community who are interested in helping the Association meet its objectives. Dues shall be set at the discretion of the SHS Parent Council Executive Board. 

Article. Executive Board Members: Shall include the following 5 titles: 

Section 04.01 President: Presides over meetings of the Association, sets meeting agendas, creates subcommittees, and serves as ex-officio member of all committees. 

Section 04.02 Vice President: Assists the President; Performs the duties of the President in his/her absence; Assists the Board in planning of program events; Updates the Association social media outlets as well as the Association's calendar. This office can be seen as an apprentice position for the office of the President. 

All members of the Executive Board shall be current members of the Association. 

Article. Committees 

Section 05.01 All committees shall serve at the request of the President and shall report directly to the President and the Executive Board at monthly meetings. 

Section 05.02 Committee members must be current Parent Council members. 

Section 05.03 Committees shall consist of but are not limited to the following: 

Fundraising, Teacher Appreciation, Scholarships, Nominations and Senior Chairperson-planning for Sr. Fashion Show, NHS banquet and Post Grad. 

Additional committees can be formed, as needed, at the request of the President and the approval of the Executive Board. 

Article Elections 

Section 06.01 Nominations will be presented to the Executive Board at the March meeting. 

Section 06.02Candidates shall be submitted to the Executive board at the April meeting. 

Section 06.03 Elections are to be held at the May meeting. 

Section 06.04 Transition of officers of the Executive Committed is to occur at the June meeting. Any and all documents are the property of Smithfield High School Parent Council and are to be retained by incoming officers and committee chairs. 

Article By-Laws 

Section 07.01 The Executive Board shall review By-Laws annually. Amendments to the by- laws must have a notice at the previous regular meeting to give members notice. By-laws can be amended by a two-third vote of the membership present. 

Article. Meetings 

Section 08.01 General membership meetings shall be held at Smithfield High School monthly during the school year, on the second Wednesday beginning in September through June. 

Section 08.02 Special meetings may be held at any time when called for by the President, including separate Executive Board meetings. 

Article. Conflict of Interest 

Section 09.01 Any member of the Board who has a financial, personal, or official interest in, or conflict (or appearance of a conflict) with any matter pending before the Board, of such nature that it prevents or may prevent that member from acting on the matter in an impartial manner, will offer to the Board to voluntarily excuse him/herself and will refrain from discussion and voting on said item. 

Article. Fiscal Policies and Procedures 

Section 10.01 The fiscal calendar is from July 1st to June 30th. 

Section 10.02 At the September meeting, the Vice-president will present a general calendar for the year. The Treasurer will present the financial report. 

Section 10.03 A $1,000.00 minimum balance is to be maintained in the SHS Parent Council Navigant Credit Union money market account/checking account. Special use of funds shall only be determined by the Executive Board. 

Section 10.04 In support of the families and students of Smithfield High School, The Parent Council shall financially support initiatives that are presented to the Executive Board. Those seeking financial support shall complete a "request for funds" form and present the completed form to the Executive Board for approval. Funds requests exceeding $250 will be voted on by the general membership. 

Section 10.05 Receipts shall be required for all reimbursements. 

Section 10.06 Only dues-paying members, faculty and administration may request grants to be disbursed at the Parent Council Executive Board's discretion. 

Created September 2018/Adopted 

Official vote on aforementioned BYLAWS as determined by attending Executive Board and members on September 19, 2018 meeting. 

Section 04.03 Secretary: Responsible for taking accurate record of all meeting minutes and dispersing the minutes to the membership. Additionally, post general membership meeting, the secretary will send a meeting summary to the general membership and will send an additional meeting reminder 1 week before the next meeting. The secretary will maintain a log of all minutes, agendas, and changes occurring within a meeting, as well as attendance at those meetings. 

Section 04.04 Treasurer: Responsible for reporting the fiscal picture of the organization. Keeps accurate records of all receipts and expenditures, makes sure the organization's budget is on track, and prepares a financial statement for each Parent Council meeting. Also, will file with the State of Rhode Island for non-profit corporation Annual Report, exemption by July 30th, at which time federal taxes will be filed for such year. 

Section 04.05 Membership Chairperson: Responsible for recruiting new members as well as coordinating, with Treasurer, regarding deposits and will process and maintain membership records to be maintained for 4 years ongoing. Retaining membership lists will commence July 1, 2018. 

Section 04.06 The Executive Board shall have the power to vote in case of an emergency. An emergency consists of any issue affecting the health or safety of the students, votes can be cast via email. 

Section 04.07 Two parents from the same family may not serve on the Executive Board during the same term. 

Section 04.08 The Executive Board shall consist of the officers of the organization. The duties of the Executive Board shall be to transact necessary business between the organization's meetings, to appoint delegates, transact other business as it pertains to the organization and to present a report at the regular meetings, as needed. 

Section 04.09 Regular meeting of the Executive Board shall be held before the general membership meeting each month. A majority of the Executive Board shall constitute a 

quorum. 

Section 04.10 The Executive Board may replace any officer who is grossly negligent of his/her duties as defined in the Bylaws or who is incapacitated to fulfill the unexpired term. 

Section 04.11 A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the remaining members of the Executive Board, notice of such vacancy and election having been given to the membership by the president. In the event a vacancy occurs in the office of the President, the First Vice President shall fill the unexpired term. Note, all records and documents are the property of Smithfield High School Parent Council and would be turned in to a board member upon vacancy.