PFA Bylaws

November 4^th, 2013

MEMBERSHIP

·         Any parent or guardian of an MPES student is to be considered a member of the PFA society.

·         All members have the right to vote at any official meeting of the Parents Fundraising Association.

·         Members have the right to inspect the books and records as held by the President and/or Treasurer at any official meeting by providing the President with a minimum of 7 days notice.

·         Members are expected to behave in accordance with the Bylaws and Objectives of the Society.

·         As members are automatically considered members of the society for the duration that their children attend Morinville Public Elementary School, they need not resign.  However, their membership shall expire if their children are no longer in enrolled at the school.  Members can not be expelled from the society.

BOARD OF DIRECTORS

·         Board of Directors, Executive Committee or Board, shall mean the Board of Directors of the society.

·         The Board shall, subject to the bylaws or directions given it by majority vote at any meeting properly called and constituted, have full con troll and management of the affairs of the society, and meetings of the Board shall be held as often as may be required, but at least once every three months, and shall be called by the President.  A special meeting may be called on the instructions of any two members provided they request the President in writing to call such meetings, and state the business to be brought before the meeting.  Meetings of the Board shall be called by 10 days’ notice in writing emailed to each member.  Any four members shall constitute a quorum, and meetings shall be held without notice if a quorum of the Board is present, provided however that any business transactions at such meeting shall be ratified at the next regularly called meeting of the Board; otherwise they shall be null and void.

·         A person appointed or elected a director becomes a director if they were present at the meeting when being appointed or elected, and did not refuse the appointment.  They may also become a director if they were not present at the meeting but consented in writing to act as director before the appointment or election, or within ten days after the appointment or election, or if they acted as a director pursuant to the appointment of election.

·         Any director or officer, upon a majority vote of all members in good standing, may be removed from office for any cause which the society may deem reasonable.

·         The term of office for the Board shall extend from appointment to the following year’s Annual General Meeting.

·         Members may hold positions for consecutive terms, but must be nominated and elected for each.

PRESIDENT

·         The President shall be ex-officio a member of all Committees.  He/she shall, when present, preside at all meetings of the society and of the Board.  In his/her absence, the Vice-President shall preside at any such meetings.  In the absence of both, a chairperson may be elected at the meeting to preside.  The President shall be responsible for the organization of the society’s records and correspondence.  The President shall be responsible for the delegation of duties, communications with school administration, society members, and the community at large, and ensuring the general working order of the society.  The President shall maintain copies of all books and records.  The President shall be responsible for a final audit of all books before passing them on to the next year’s executive.

SECRETARY

·         It shall be the duty of the secretary to attend all meetings of the society and of the Board, and to keep accurate minutes of the same.  Such minutes shall be presented to the President, electronically, for distribution no later than 7 business days after the meeting in question.

TREASURER

·         The Treasurer shall receive all monies paid to the society and be responsible for the deposit of same in whatever Bank, Trust Company, or Treasury Branch the Board may order.  He/she shall properly account for the funds of the society and keep such books as may be directed in the Operating Procedures of the society.  He/she shall present a full detailed account of receipts and disbursements to the Board whenever requested and shall prepare for submission to the Annual Meeting a statement duly audited of the financial position of the society and submit a copy of same to the President for the records of the society.  The audit shall be performed by the Treasurer, secondly by the President.  The Office of the Secretary and Treasurer may be filled by one person if any annual meeting for the election of officers shall so decide.

·         All funds disbursed by the Treasurer shall be by official MPES PFA cheque, signed by both the Treasurer and the President and ONLY once the amount and recipient lines have been properly filled.  No blank cheques or cash shall ever be issued by Treasurer.

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MEETINGS

·         This society shall hold an annual meeting on or before September 30^th in each year, of which notice in writing to the last known email address of each member shall be delivered by email 10 days prior to the date of the meeting.  At this meeting there shall be elected a President, Vice-President, Secretary, and Event Coordinator.  The officers and directors so elected shall form a Board, and shall serve until their successors are elected and installed.   Any vacancy occurring during the year shall be filled at the next meeting, provided it is so stated in the notice calling such meeting.  Any member in good standing shall be eligible for any office in the society.

·         All general meetings of the society shall be open to all members, however separate casual planning meetings may be scheduled to include specific members and subcommittees without a public invitation extended to all members at large.  These meetings will not include votes or official business.

·         General meetings of the society may be called at any time by the President by notice via email to the last known email address of each member, as well as a posting to the electronic MPES Parents and PFA boards.  A special meeting shall be called by the President upon receipt of a petition signed 3 members in good standing, setting forth the reasons for calling such meeting, which shall be by email to the last known address of each member, delivered by email to the last known address of each member.

·         Four members in good standing, two of which must be members of the Board, shall constitute a quorum at any meeting.

VOTING

·         Any member (any parent/guardian of a current MPES student) shall have the right to vote at any meeting of the society.  Such votes may be made in person, or by proxy through express written consent sent directly to the President by email prior to said meeting.

RENUMERATION

·         Unless authorized at any meeting and after notice for same shall have been given, no officer, director, or member of the society shall receive any remuneration for his/her services.

BORROWING POWERS

·         For the purpose of carrying out its objectives, the society may borrow or raise or secure funds in such manner as it sees fit, and in particular by the issue of debentures, but this power shall be exercised only under the authority of the society, and in no case shall debentures be issued without the sanction of a special resolution of the society.

SOCIETY SEAL

·         The society will not be adopted an official seal.

BYLAWS

·         The Bylaws may be rescinded, altered or added to by a “Special Resolution”.

DISSOLUTION

·         The Society may be dissolved by special resolution.  Any funds still held will be donated directly to Morinville Public Elementary to be dispursed as they see fit.