Monticello Jefferson Parent Faculty Association
ARTICLE I – NAME
The name of this organization shall be the Monticello Jefferson Parent Faculty Association (MJPFA).
ARTICLE II – PURPOSE
The purpose of the MJPFA shall be to:
- Foster positive relationships between parents, students, teachers and staff, enhancing the educational experience at Monticello and Jefferson Schools.
- Promote and meet the literary and educational needs of the students.
- Engage in projects for the purpose of raising funds that will be used to enhance the students’ school environment.
- Work closely with the Jefferson School District keeping them informed of relevant issues and events.
- Work in partnership with the other parent clubs in the Jefferson School District.
ARTICLE III – MEMBERS
Section 1. Any parent, grandparent, or guardian of students currently enrolled in Monticello and Jefferson Schools may be a member of the MJPFA, as well as faculty and staff members of Monticello and Jefferson Schools.
Section 2. Members of MJPFA shall be eligible to participate in business meetings, serve in any of its elective or appointed positions, and have voting privileges. There are no membership dues.
Section 3. Any activity engaged in by a general member of MJPFA that is deemed to be detrimental to the purpose(s) of MJPFA, or that may place the good standing or reputation of MJPFA in jeopardy, or is in violation of MJPFA Bylaws and Standing Rules; may have their membership revoked by the majority vote of the Board.
Section 4. Any former MJPFA general member terminated either voluntarily or involuntarily, who wishes reinstatement, must submit a written request to any Executive Board member, and must include reason(s) for reinstatement. Reinstatement shall be determined by Executive Board and Principal within 14 days of written notice, except during Monticello and Jefferson Schools' winter break.
ARTICLE IV – OFFICERS AND ELECTIONS
Section 1. Elected Officers: The elected Executive Board officers of MJPFA shall be President, (2) Vice Presidents – one to represent Monticello School and one to represent Jefferson School, Secretary, Treasurer, and an Auditor.
- The President shall preside over meetings of the MJPFA and Executive Board, serve as the primary contact for the Principal(s), represent MJPFA at meetings outside the organization, serve as an ex officio member of all committees, and coordinate the work of all the MJPFA officers and committees so that the purpose of the organization is served. The President may not be related by blood or marriage or reside in the same household as the financial officers and/or authorized signers of checks. The President shall keep an organized “MJPFA President” binder that shall be passed on to the next President no later than July 1st of the new Executive Board’s term to keep communication and organization strong.
- The Vice President(s) representing each school shall assist the President and carry out the President’s duties in his or her absence or inability to serve. May perform such other duties as may be prescribed in these bylaws or assigned by the MJPFA. The Vice President(s) shall each keep an organized “MJPFA Vice President” binder that shall be passed on to the next Vice President of each school no later than July 1st of the new Executive Board’s term.
- The Secretary shall keep all records of the MJPFA, take and record minutes, be prepared to refer to minutes of previous meetings, record expenditures in the minutes, prepare and post the agenda 72 hours prior to a meeting of membership for public view on both school campus’ and each school web sites, handle correspondence, and send notices of meetings to the members listed on the membership list. The Secretary shall keep a copy of the minutes book, bylaws, standing rules, membership list, and any other necessary supplies, and brings them to each meeting. The Secretary shall present the previous meeting minutes at the next meeting for approval. The Secretary shall make available the meeting minutes to the general membership within 72 hours of the conclusion of the meeting. The Secretary shall keep an organized “MJPFA Secretary” binder that shall be passed on to the next Secretary no later than July 1st of the new Executive Board’s term.
- The Treasurer shall receive all funds of the MJPFA, keep an accurate record of receipts and expenditures, and expend funds in accordance with the approval of the Executive Board. Treasurer will present a financial statement at every meeting and at other times of the year when requested by the executive board, and present a full financial report at the May general meeting. The Treasurer shall be responsible to work with an independent accountant approved by the Board to file all tax returns and other forms required by state and federal government agencies to maintain a positive standing with the IRS. MJPFA’s books shall be audited by the MJPFA auditor semiannually. The Treasurer shall purchase insurance annually. The Treasurer shall not be related by blood or marriage or reside in the same household as the financial officers and/or authorized signers of checks. The Treasurer shall also keep an organized “MJPFA Treasurer” binder that shall be passed on to the next Treasurer no later than July 1st of the new Executive Board’s term to keep communication and organization strong.
- The Auditor shall audit the MJPFA’s books and financial records semiannually and prepare a midyear audit to be completed in January. The MJPFA Auditor shall complete a year end audit by the last meeting of the term in May. The Auditor shall audit the books upon resignation of the Treasurer and at any time deemed necessary. The Auditor may not be related by blood or marriage or reside in the same household as the financial officers and/or authorized signers of checks. The Auditor shall keep an organized “MJPFA Auditor” binder that shall be passed on to the next Auditor after each two (2) year term. The term of the Auditor is two (2) years and is to alternate election years with the Treasurer.
Section 2. Nominations and Elections.
- Executive Board nominations may be made by any member of the MJPFA. All members of MJPFA are eligible for nomination to any available executive office, subject to these Bylaws.
- Elections will be held each year in May. All positions will be announced at the March general meeting, and nominations will be accepted up to and including the April meeting. Nominations may also be made from the floor.
- Every Monticello Jefferson PFA member is entitled to one vote.
- Voting shall be done via written ballot vote. All offices will have space available for a write-in candidate.
- The Principal(s) or their designated representative shall be responsible for the tallying and election announcement to the general membership within (3) days of the end of ballot submissions.
Section 3. Terms of Office.
- The Executive Officers: President, Vice President(s), and Secretary are elected for a one (1) year term (July 1 to June 30), and may serve more than two (2) consecutive terms in the same office. Treasurer and Auditor are elected for a one-year (1) term (July 1 to June 30) and may serve more than two (2) consecutive terms in the same office. The Treasurer and Auditor shall alternate election years to create consistency in the MJPFA financial records. Each Executive Officer elected shall hold only one (1) office at a time.
Section 4. Vacancies.
- Should a vacancy occur in the office of President during the elected term, there will be a ballot vote held to determine which Vice President shall assume the position of President. At the next regularly scheduled meeting, a new Vice President shall assume position of President.
- At the next regularly scheduled meeting, a new Vice President will be elected via a ballot vote.
- If there is a vacancy in any other office, the Executive Board will appoint someone from the general membership to fill the unexpired term.
Section 5. Removal from Office. Officers can be removed from office with or without cause by a two-thirds vote of those present (assuming a quorum) at a regular meeting where previous notice has been given. Removal from office does not automatically revoke general membership in the MJPFA.
ARTICLE V – MEETINGS
Section 1. The regular meeting of the MJPFA shall be held once a month at a time and place to be determined by the Executive Board at least one month before the meeting. The Secretary will notify the members of the meetings via school newsletters, signs, e-mail, or social media.
Section 2. Special meetings may be called by the President, any two (2) members of the Executive Board, or five (5) general members submitting a written request to the Secretary. Previous notice of the special meeting shall be sent via e-mail, flyer, phone, or social media to the membership list at least 48 hours prior to the meeting.
Section 3. A majority of the members of the MJPFA Executive Board and a minimum of one general member shall constitute a quorum.
Section 4. General membership voting requires a simple majority when a quorum is present. Every family of Monticello and Jefferson Schools is allowed one vote per motion at all general meetings.
Section 5. The Principal(s) or a designated representative shall attend all general membership meetings.
Section 6. The Principal(s) or designated representative must approve the invitation of any guest speaker to a general membership meeting or the public announcement of any social activity.
Section 7. The Principal(s) may request an official report from any Executive Board Officer. Official reports must be submitted to the President for approval prior to submission to the Principal(s).
ARTICLE VI – EXECUTIVE BOARD
Section 1. Membership. The Executive Board shall consist of the officers and principal(s).
Section 2. Duties. The duties of the Executive Board shall be to transact business between meetings in preparation for the general meeting, create standing rules and policies, create standing and temporary committees, prepare and submit a budget to the membership, approve routine bills, and prepare reports and recommendations to the membership.
Section 3. Meetings. The Executive Board shall meet as needed, at a time and place that is agreed upon by the officers. Special meetings may be called by any two board members, with a 24 hour notice.
Section 4. Quorum. A majority of the members (half of the number of board members plus one) shall constitute a quorum.
ARTICLE VII – COMMITTEES
Section 1. Membership. Committees may consist of members and Executive Board members of the MJPFA, with the President acting as an ex officio member of all committees.
Section 2. Standing Committees. The following committees shall be held by the organization: Fundraising (i.e. Fund Run, Holiday Shop, Candy Grams), Carnival, Nominations, School Activities (i.e. Turkey Trot, Family Nights), Community Support (i.e. eScrip, Box Tops), and Spirit Wear.
Section 3. Additional Committees. The Executive Board may appoint additional committees as needed.
ARTICLE VIII – FINANCES
Section 1. All funds raised by the MJPFA must be used for (a) supporting the educational programs of Monticello and Jefferson Schools; (b) enhancing the classrooms and facilities of Monticello and Jefferson Schools; or (c) for the operational expenses of the MJPFA, including approved expenses for social and fellowship functions consistent with the Purposes listed in Article II. This policy does not exclude participation of the MJPFA in duly authorized fund raising efforts in conjunction with other parent groups, schools, or agencies that further the objectives of the MJPFA.
Section 2. The fiscal year shall coordinate with the school year, beginning July 1 and ending June 30.
Section 3. The MJPFA shall comply with all federal and state laws and disclosures required of non-profit, tax exempt organizations.
Section 4. The Treasurer shall keep accurate records of any disbursements, income, and bank account information.
Section 5. The Executive Board shall approve all expenses of the MJPFA. A “Requisition/Reimbursement Request Form” is required to be completed by the member requesting the funds and shall attach all original receipts to support the request. It shall then be submitted to the MJPFA Treasurer to be signed and approved by two (2) board members before any reimbursements are made by the MJPFA. No reimbursements or requisition for funds shall be made without a receipt and/or written documentation supporting the request. All receipts shall be submitted for reimbursement no more than 90 days from the purchase date up to April 30. All approved reimbursements shall be made within 30 days from date request was submitted.
Section 6. Two (2) authorized signatures shall be required on each check. Authorized signers shall be the President, Secretary and Treasurer. Signer may not authorize a reimbursement check to oneself.
Section 7. At the April general membership meeting, the Treasurer shall report to the general membership any surplus funds (funds in excess of previously-approved expenditures and commitments) that are likely to be available for appropriation prior to the end of the fiscal year. Suggestions for the appropriation of such funds shall be solicited from the general membership and from the Principal. Suggestions must be made no later than fourteen (14) days prior to the May general meeting. The Executive Board will review all suggestions, and will present their recommendations at the May general meeting. At this meeting, the general membership shall vote on the Executive Board’s recommendations and any suggestions made by members present.
Section 8. A tentative budget for the following school year shall be drafted by the Executive Board, and presented at the May general membership meeting for approval.
Section 9. The Executive Board shall recommend an amount of funds to carry over for the next fiscal year and for what purpose(s), to be approved by the MJPFA general membership at the May general meeting. No more than 25% of the MJPFA funds shall be rolled over to the upcoming school year without approval. Approved funds shall be rolled over as of July 1st.
Section 10. The Treasurer shall prepare a financial statement by June 10 of each year, to be reviewed by the Auditor or Independent Accountant.
Section 11. The Tax Identification number for MJPFA is 37-1507478.
ARTICLE IX – PARLIAMENTARY AUTHORITY
The rules found in Robert’s Rules of Order shall govern MJPFA meetings when they are not in conflict with these Bylaws.
ARTICLE X – STANDING RULES
Standing rules may be approved by the Executive Board, and the Secretary shall keep a record of the standing rules for future reference.
ARTICLE XI – DISSOLUTION
Section 1. Should the MJPFA not elect an Executive Board consisting of a minimum of a President, Secretary, and Treasurer, or not have such officers appointed by June 10, it is assumed that the general membership of MJPFA wishes to dissolve the organization, effective at the conclusion of the fiscal year.
Section 2. MJPFA may be dissolved with fourteen (14) calendar day notice and a two-thirds (2/3) vote of those present at the general meeting. Upon dissolution, any remaining funds shall be used to pay any outstanding bills, and with membership approval, spent for the benefit of Monticello and Jefferson Schools, as outlined in Article VIII, Section 1.
ARTICLE XII – AMENDMENTS
These bylaws may be amended by a quorum of the MJPFA general members, provided that written notice of the proposed amendment has been submitted at a general meeting. Action, including a vote, must occur at the next general meeting, not to occur less than fourteen (14) days from submission of the proposed amendment, with the exception of Monticello and Jefferson Schools winter break.
ARTICLE XIII –BYLAW REVIEW
The MJPFA Bylaws shall be reviewed every 3 years.