The Agnes Irwin School

Parents’ Council By-Laws

I.  Name

The name of the organization shall be The Agnes Irwin School Parents’ Council (PC).

II. Purpose 

The purpose of The Agnes Irwin School Parents’ Council is to foster a positive spirit within the Agnes Irwin community and to provide financial support for educational facilities, opportunities, and enrichment.  Parents’ Council communicates with the School’s administration to ensure that all activities and financial contributions support the School’s mission and create the best possible environment for all Agnes Irwin students to grow and thrive.

III. Members

1.  All parents/guardians of students currently enrolled at The Agnes Irwin School shall be members of the PC.

    

2.  Each member of the PC is entitled to one vote.  Voting by proxy is not permitted.

IV. Executive Committee of the Parents’ Council

            The Executive Committee (EC) will consist of the following members:

President                                                         Events Coordinator

Secretary                                                          New Parent Coordinator

Treasurer                                                         Upper School Coordinator                               Middle School Coordinator                                   Lower School Coordinator                              Members-at-Large (2)             

V.  Duties and Terms of The Agnes Irwin School Parents’ Council Executive Committee

1. The President shall serve a one year term and preside at all meetings of the Parents’ Council and Executive Committee, maintain order during the transaction of business, put motions to a vote and perform all other duties deemed necessary. 

    

2. If the President is unable to fulfill his/her term, the Executive Committee shall elect his/her successor from among them or any past member of the EC. Any other vacancy may be filled by the President with the approval of the EC for the unexpired portion of the term.  

              

3. The term of office for each EC member begins July 1^st, coinciding with the Fiscal year of the School.

    

4.  Each member is limited to a maximum of two consecutive years in any given position.

    

5. Vacancies during the year will be filled by appointment of the President with majority approval of the Executive Committee.  A person with a leadership position can be removed from his/her role only with a majority approval of the Executive Committee.

VI. The Nominating Committee and Elections

            Nomination Procedure for PC President, EC Positions, Event Chairs and Class Parents

1. A Nominating Committee (NC) will be appointed by the Executive Committee (EC) and will consist of:  a Chair, appointed by the EC, three additional members of the EC and one parent representative from each division, as chosen by the EC.

    

2. Responsibilities of the NC include:
   • Compiling and reviewing a list of candidates for President, EC positions, Class Parent positions, and Event Chair positions
   • Matching prospective candidates to appropriate positions that are consistent with each candidate’s interest and skill set
   • Seeking approval of each candidate from the Administration and EC
   • Determining the interest level of the candidate, following the approval process, and asking the candidate to serve in the approved position

      

3. Process

1. Nominations will be gathered from and submitted by members of the AIS parent community.

    

2. PC President 
   1. Nominations for President will be closed by January 15th. 
   2. The EC will submit nominations for PC President to the NC.  The nominated candidates for PC President should have prior EC experience.
   3. The NC will submit a list of the candidates for PC President to the Head of School for approval.
   4. The NC will prepare and submit the PC President ballot to the EC for approval.
   5. The NC will nominate the PC President from the list of candidates.
   6. The EC will present a nominee for President to PC at a PC meeting for election by March 31^st.
3. PC Leadership roles (EC, Event Chairs and Class Parents)
   1. Nominations for all roles other than President will be closed one week following the announcement of President.
   2. The NC will prepare and submit a list of names of potential PC Leadership candidates first to the EC for approval.
   3. The NC will then submit the updated list of potential PC Leadership candidates to Administration for approval.
   4. The NC will prepare and submit a “preliminary ballot” to the EC for final approval. 
   5. The NC will vote for the leadership positions from the approved ballot.  Only candidates who have agreed to serve if elected will be included on the ballot
   6. After candidates consent and positions are filled, a slate will be recorded and submitted to the members of the parent body at the penultimate Parents’ Council meeting.
   7. The slate will be voted on at the final Parents’ Council meeting by a majority vote of those present.
4. The entire slate will be announced at the Annual Spring Luncheon.
5. If a candidate resigns or if a position is vacated, the balance of the term will be filled by a candidate approved by the NC, Executive Committee and Administration. 

VII. Other Committees

            In addition to the Executive Committee and Nominating Committee, the Parent’s Council shall have such other committees as may be necessary or appropriate to promote the objectives and interests of the PC. The President may from time to time authorize the creation, elimination or modification of committees to assist in supporting the goals of The Agnes Irwin School PC. 

1. All Committee Chairmen shall keep a notebook that describes the nature and requirements of his/her committee. 

    

2. A Committee Report is to be completed by each Chairman in duplicate and handed in, along with the Committee Notebook, to the President before the Spring Luncheon.

    

3. All Committee Chairmen must consult with the PC Treasurer regarding all financial matters; i.e. inventory control, record keeping, receipts and disbursement procedures.

The following standing committees will assist PC in fulfilling its stated purposes:

• The Agnes Irwin Cup (golf tournament)
• RenAISsance Sale (used uniform/clothing sale)
• Pumpkin Fest (sometimes)
• Book Fair
• Fall Ladies’ Luncheon (i.e. Home for the Holidays or The Bag Lunch)
• LS & MS/US Staff Appreciation Luncheons
• Winterfest
• May Fair
• Spring Luncheon
• Commencement Luncheon

VIII. Meetings

1. Meetings and Membership

              

               General meetings of PC and meetings of the EC shall be held as frequently as the President deems necessary with no fewer than six (6) per academic year. 

    

   1. At all meetings, motions shall be passed by a simple majority of the voting members attending. 
   2. The general meetings of PC are open to all members of PC.  
   3. The meetings of EC are open to all members of the EC.  Other members of PC may be invited to attend as deemed appropriate by the President.

       

2. Rule of Procedure for Meetings

            The conduct of any meeting should follow rules of reasonable discourse and order as established by the chair of the meeting, with the aim of courteous interaction. The chair of any meeting may call the meeting to order, establish fair guidelines for the conduct of the meeting, call for suspension of debate, and make any other reasonable rulings for the conduct of the meeting.

1. There shall be one class of membership and it shall be comprised of all parents and guardians of currently enrolled students of The Agnes Irwin School.
2. Each member shall be entitled to one vote at the meetings of PC, but without the right to vote or act by proxy.
3. No member shall have any proprietary or beneficial interest in the property or assets of the PC, nor shall any member be entitled to receive any distribution of surplus funds.
4. Three quarters of the members of the EC shall constitute a quorum for the purposes of any voting action at any meeting.

IX. Fundraising/Fiscal Year/Earnings

1. Fundraising

      The Executive Committee has the authority to initiate, continue or discontinue any projects it deems appropriate for the benefit of The Agnes Irwin School.

1. Fiscal and Organizational Year

      For purposes of these Bylaws, and in conjunction with the operations of the School, a fiscal and organizational year commences on July 1^st and concludes on June 30^th.

1. Earnings

1. The Parents’ Council shall be have the authority to maintain an account, the balance of which shall, at the beginning of the fiscal year, be budgeted to finance the PC’s activities on behalf of The Agnes Irwin School.
2. The account of the PC must be held in a financial institution approved by the School.
3. The net earnings of the Parents’ Council, acquired from fund-raising activities, shall be used for the benefit of The Agnes Irwin School for such purposes as the Executive Committee, in consultation with the Head of School, shall deem appropriate and necessary.
4. At the end of each fiscal year, The Executive Committee of the Parents’ Council shall define the amount to be gifted to the school, taking into consideration net funds raised during the year as well as future needs of the Parents’ Council. The Executive Committee shall gift this amount to the School with recommendations for allocation that are endorsed by the Head of School and consistent with the missions, goals, purposes and programs of The Agnes Irwin School.
5. All financial records of The Agnes Irwin School Parents’ Council will be submitted at the end of each fiscal year to the accountant of The Agnes Irwin School for tax preparation and financial audit.
6. At the end of the fiscal year, or as requested by The Agnes Irwin School, the Parents’ Council will submit a financial report to The Agnes Irwin School in order to insure that The Council’s assets are most advantageously employed and that the Council has not engaged in any activity which would give rise to any federal tax liability.
7. Discretionary purchases up to $500.00 may be made for the benefit of Parents’ Council when consistent with the mission, goals, purposes, and programs of the School upon approval of the Treasurer and President.  Purchases in excess of $500.00 require approval of the EC.
8. Any Agnes Irwin Parents’ Council check written in the amount of $3,000 or more shall have two signatures.  Those signatures must be on file with the bank affiliated with the checking account.  Those two signatures can be any combination of:  the Parents’ Council Treasurer; co-treasurer; Parents’ Council President; or the Director of Parent Special Events.

X.  Amendments

1. Amendments to the By-Laws shall be presented at a regularly scheduled meeting of the Executive Committee. Upon majority approval, the proposed amendment shall be voted upon at the next regular meeting of the Parents’ Council provided that the proposed amendment is submitted to The Parents’ Council in writing at least fourteen (14) days prior to such meeting. The amendment shall become part of the By-Laws with a majority vote of those present.

    

2.  At the first meeting of Parents’ Council, upon the start of each new fiscal year, the By-Laws will be voted upon and approved with a majority vote of those present.

XI. Miscellaneous

1. Dissolution

                  Upon dissolution of the Parents’ Council, the Executive Committee shall, after payment of all liabilities, dispose of all the assets of the Parents’ Council to The Agnes Irwin School or its appointee, provided that the recipient is organized and operated for educational purposes, and, at the time of distribution, qualifies for exemption under Section 501 (c) (3) of the Internal Revenue Code.

1. Organization

            As with any organization in association with the School, the Parents’ Council is subject to the authority of the Board of Trustees of The Agnes Irwin School.