By-Laws
Underwood Hills Community Group
(UHCG)
THESE BY-LAWS shall constitute the governing instrument of the Community Club of Underwood Hills Focus School.
Article I: Name and Location
Section 1.01 Name: The name of the organization shall be the Underwood Hills Community Group. The name may herein be referred to in the By-Laws as the “UHCG”.
Section 1.02 Location: The Principal Office of the UHCG shall be officially located at Underwood Hills Focus School, 9030 Western Ave, Omaha, Nebraska 68114. Underwood Hills Focus School (“School”) is part of the Learning Community (“LC”).
Article II: Purpose and Focus
Section 2.01 Purpose: The purpose of the UHCG is to be an organization through which parents may meet and work together to be of service to the School, and to provide a means of communication by and among the parents, faculty and staff of the School. Our energies and funds will be limited to projects that directly benefit the students and the School. Our mission is to bring together a council of people that will work together to enhance the learning experience at the School. Nothing in this Section shall be construed as limiting any students or student organizations at the School, to whom the UHCG has given or allocated funds, from using those funds for the benefit of any student outside the School, or other organization or school, other than the School, to whom they choose to assist or contribute to. Further, nothing in this Section shall be construed as limiting the UHCG from contributing to or participating in any program or fundraiser related to any other school in the LC on a one time, bi-annual or annual basis.
Section 2.02 Focus: The main focus of the UHCG is to:
· Include the entire parent/faculty/student community
· Focus on the students.
· Support of the needs of the school.
· Reach out to all parts of the school community.
· Provide support for school functions.
· Work with the principal, teachers and staff.
Section 2.03 Participation Participation in the UHCG is voluntary but strongly encouraged.
Article III: Membership
Section 3.01 Eligibility: Each parent, step-parent and or guardian of a current Underwood Hills Focus School student or students is, by virtue of that fact, automatically a member of the UHCG, and is entitled to all the benefits of such membership. The Principal of School, and each and every current teacher, part-time teacher, special services teacher, student teacher, counselor, or administrator of the School (“fFaculty”), is, by virtue of that fact, automatically a member of the UHCG and is entitled to all benefits of membership, with the express limited proviso that that no Faculty member may serve as President, President Elect, Treasurer, Chair or Chair Elect of Fundraising, or Secretary, of the EC and that no Faculty member shall have any voting rights, as provided in Section 3.02. In the case where a parent, step-parent and/or guardian will prevail for voting rights.
Section 3.02 Voting Rights: Each member of the UHCG shall be entitled to one (1) vote on each matter submitted to a vote of the members. However, no Faculty members shall have voting rights within the UHCG. If, following a UHCG general meeting the President determines that a vote via email is appropriate, only those present at the meeting will be eligible to participate in the email vote.
Section 3.03 Voting Proxy: Each member voting upon any issue at any meeting, must be present and vote in person. No votes made or presented by proxy shall be counted.
Section 3.04 Meetings of Members: A meeting of the members of the Community Group shall be held not less than two (2) times during each semester of each school year for that transaction of such business as may come before the meeting. Additional meetings may be scheduled and held at the discretion of the UHCG EC.
Section 3.05 Place of Meeting: All meeting s of the UHCG shall be held upon the premise of Underwood Hills Focus School, 9030 Western Ave, Omaha, Nebraska 68114. However, in the event there are circumstances which justify or mandate the need for a meeting to be held outside the School, The EC may designate any place within the LC.
Section 3.06 Notice of Meetings: Written or printed notices, stating the place, date, and time of any meeting of the members shall be published in the School newsletter, not less than five (5) days prior to, and immediately preceding, the date of such meeting by or at the direction of, the President, Secretary or other officer of the EC.
Section 3.07 Quorum: There shall be no requirement that a quorum be present at a meeting to conduct business, provided that the proper notice of such meeting had been given in compliance with Section 3.06. The act of the majority of the members present at a meeting shall be the act of the UHCG unless a greater number is specifically required by a particular section of these By-Laws.
Section 3.08 Dues, fees and Assessments: No dues, fees, or assessments of any kind of nature, monetarily or otherwise, shall be required for membership.
Article IV: Officers
Section 4.01 Tittles: The officers of the UHCG shall consist of and be:
· Past President
· President
· President-Elect
· Secretary
· Treasurer
· Chair and Chair-Elect of Fundraising
· Volunteer Coordinator
No two (2) or more of such offices may be held by the same person. The group of officers above shall be referred to as the Executive Committee (“EC”)
Section 4.02 Nominating Committee: A nominating committee, chaired by the immediate past President, shall be comprised of the following: The president and one parent representative of each of the grades of the School. The principal serves in a non-voting capacity. At least twice during the sixty (60) days prior to March 1st of each year, the Nominating Committee shall publish a notice requesting that members of the UHCG interested in serving as an officer of the EC indicate their interest to the Nominating Committee. The Nominating Committee shall thereafter compile a list of nominees for each office; provide the Nominating Committee shall not be limited to those names received as a result of the publication of notice. The list of nominations shall be published at least two (2) times prior to the being submitted to the members of the UHCG for ratification as provide in section 5.03 of these By-Laws.
No member of the nominating committee shall be slated for any office. Except for good cause, the Nominating Committee shall nominate for President the Current President-Elect of UHCG and shall nominate for Chair of fundraising the current Chair-Elect of Fundraising of UHCG.
Section 4.03 Ratification of Officers: The slate of officers, selected and presented by the Nominating Committee, shall be presented for ratification at the April UHCG meeting. The nominated officers shall be presented to the members and voted on as a “slate”, and not individually.
Section 4.04 Term of Officers: The president, President-Elect, Secretary, Chair and Chair-Elect of fundraising of the UHCG shall hold office for a term of one (1) fiscal year, provide their successors are elected and qualified, or until such election and qualification of their successors in the event such election and qualifications shall extend beyond any such officer’s one (1) year term unless their services is sooner terminated by reason of death, resignation, removal, or other circumstance. The term for all officers, subject to the terms of these By-Laws, shall begin on July 1st, and end on June 30th. The Term for the Treasurer shall be sixteen (16) months beginning on July 1st and ending on October 31st of the following year. The past Treasurer will help transition budgets, files, accounts and all related materials to the new Treasurer during the overlapping period.
Section 4.05 Resignation of Officer: Resignation by any officer shall be made in writing to the President or President-Elect.
Section 4.06 Removal of Officer: The majority of the EC of the UHCG may for good cause at any meeting declare the term of office of any officer or officers of the UHCG at an end. Such officer or officers shall be replaced in conjunction with the terms of Section 5.07.
Section 4.07 Vacancies: Vacancies occurring in any off8ice shall be filled by appointment by the President and shall become effective upon the approval of the EC. At the next EC meeting after the vacancy occurs. In the event that the vacancy is that of the office of President, then in such instance, the President –elect shall succeed to the office of president. In the event that the vacancy is that of the Chair of Fundraising, then, in such instance, the Chair-Elect of fundraising shall succeed the position of Chair. Upon appointment of the President, in accordance with the terms and conditions of this Section, the President shall then appoint a new President-Elect. All appointments made hereunder this section for the remainder of the vacated term only.
Article V: Executive Committee
Section 5.01 General Powers: The affairs of the UHCG shall be managed by its Executive Committee.
Section 5.02 Membership: The Executive Committee (“EC”) shall consist of the officers identified in Section 4.01.
Section 5.03 Officers and Committee Chairpersons: EC individuals shall be nominated and responsible for the performance of duties as officers and committee chairpersons. Married couples may elect to share the responsibilities jointly. All references herein these By-Laws to “persons” when referring to an officer shall be considered as in the plural to the extent that such reference includes parents, step-parents, or guardians.
Section 5.04 Duties of Officers: The duties of each Officer of the EC shall be described as follows:
President: The duties of the President shall include:
a) Preside at all UHCG meetings and EC meetings.
b) Chair the nominating committee for the succeeding year.
c) Have the authority to establish committees and appoint members to them, and to appoint standing and ad-hoc committee chairpersons.
d) Have the authority to fill any vacancies occurring among the EC with the Majority approval of the EC.
e) Have the authority to fill any vacancies among chairpersons.
f) In conjunction with the rest of the EC, prepare an agenda for all UHCG and EC meetings.
g) Work with the Principal and have any newsletters, flyers, and/or notices approved by the Principal prior to distribution.
h) Be the official representative of the UHCG, when necessary.
i) Be advisor to the EC of the UHCG for the succeeding school year.
j) Attend to such other matters as necessary and appropriate in the administration and performance of the office of President.
k) Work with the Treasurer to prepare and manage an annual budget. The budget will reflect the fiscal year commencing July 1st and ending June 31st.
l) Notify the School community of meetings and post a list of discussion items for the meetings.
m) Review By-Laws and propose revisions as needed to the EC for approval and bring for vote to the general membership.
n) Ensure that current By-Laws are available for any UHCG member.
President-Elect: The duties of the President-Elect shall include:
a) Shall be President of the UHCG for the succeeding school year.
b) Assume the duties and responsibilities of the President upon the event of the president’s absence, disability, or resignation.
c) Assist the President whenever possible.
d) Attend all UHCG and EC meetings.
e) Attend to and perform such other and further duties as are necessary and appropriate in the administration and performance of the office of President-Elect.
f) Review and be familiar with the By-Laws.
Secretary: The duties of the Secretary shall include:
a) Attend all UHCG and EC meetings.
b) Keep and prepare minutes of all UHCG and EC meetings.
c) Keep a record of attendance at all UHCG and EC meetings.
d) Conduct all correspondence as directed by the President and EC.
e) Notify EC members of UHCG meetings, EC meetings, and special meetings, together with the agenda for all such meetings.
f) Notify the principal and the School office of all meeting dates and events for the year, together with the respective agendas.
g) Maintain the records and file of committee reports, minutes and correspondence.
h) Maintain copies of these By-Laws and provide copies of the By-Laws to any member of the UHCG so requesting a copy.
i) Attend to such other matters as are necessary and appropriate in the administration and performance of the office of Secretary.
j) Ensure minutes of UHCG meetings are made available via the school website, weekly newsletter and/or posted on a bulletin board.
k) Review and be familiar with the By-Laws.
Treasurer: The duties of the Treasurer shall include:
a) Attend all UHCG and EC meetings.
b) Administer all UHCG monies and disperse funds as approved and directed by the EC.
c) Be responsible for deposit of all monies belonging to the UHCG, and to make such deposits within seven (7) days of the Treasurer’s receipt, into the designated and approved bank account of the UHCG.
d) Make payment of all expenditures by check within seven (7) days of receipt.
e) Secure two (2) bank authorized signatures on checks over one hundred dollars $100.
f) Maintain financial records of all receipts and disbursements.
g) Prepare and present a statement of finances at each meeting of the UHCG and EC including but not limited to account balance and budget variances.
h) Prepare an income and expense statement at the end of the Fiscal Year.
i) Make an annual financial report, at Fiscal Year end, to the UHCG and EC which report shall include all gross receipts and disbursements for the year.
j) In conjunction with the President-Elect, develop a working budget for the upcoming school year.
k) Keep the UHCG and EC informed of expenditures as they relate to the budget adopted by the UHCG.
l) Be responsible for filing out and filing all necessary report forms required by government agencies.
m) Attend to such other matters as are necessary and appropriate in the administration and performance of the office of Treasurer.
n) Work with the incoming Treasurer to transitions budgets, files, accounts ad all related materials to the new Treasurer during the overlapping period.
o) Review and be familiar with the By-Laws.
Chair and Chair-Elect of fundraising: The duties of the President-Elect shall include:
a) Attend all UHCG and EC meetings.
b) Have the authority to fill any vacancies among fundraising committee chairpersons.
c) Work with the principal and have any newsletters, flyers, and or notices regarding fundraising activities approved by the principal prior to distribution.
d) Manage fundraising activities in accordance with the approved budget.
e) Turn over all cash and cash equivalents to the treasurer for deposit within seven (7) days of receipt.
f) Prepare reports on each fundraising activity, including budget variances, for UHCG and EC meetings.
g) Serve as advisor to the succeeding Chair of Fundraising.
h) Provide a detailed summary of position report for self and all committee Chairs which describes responsibilities for the year and suggestion improvements for subsequent years.
i) Review and be familiar with the By-Laws.
Volunteer Coordinator: The duties of the Volunteer Coordinator shall include:
a) Attend all UHCG and EC meetings.
b) Have the authority to fill any vacancies among Class Room Parents.
c) Work with the principal and have any newsletters, flyers, and/or notices regarding volunteer activities approved by the principal prior to distribution.
d) Manage volunteer activities in accordance with the approved budget.
e) Turn over all receipts related to activities to the Treasurer for reimbursement within seven (7) days of purchase.
f) Prepare reports on each volunteer activity, including budget variances, for UHCG and EC Meetings.
g) Serve as advisor to succeeding Volunteer Coordinator.
h) Provide a detailed summary of position report for self and all Committee Chairs which describes responsibilities for the year and suggested improvements for subsequent years.
i) Review and be familiar with the By-Laws.
Section 5.05 Meeting of EC: EC meetings shall take place when scheduled by the President, but shall be held not less than one (1) time during each semester of each school year for the transaction of such business as may come before the meeting. Meetings of the EC may also be called by written request signed by a majority of the members of the EC.
Section 5.06 Quorum: The act of a majority of the EC members shall be the act of the EC unless a greater number is specifically required by a particular section these By-Laws.
Article VI: Authority to Obligate UHCG
Section 6.01 Authority to Obligate: Notwithstanding anything contained in these By-Laws to the contrary, no member, officer, agent, EC member, or any other person shall have the authority, right, or power to obligate the UHCG in any manner whatsoever without the express prior authorization of the EC.
Article VII: Budget and Financial Records
Section 7.01 Budget, Approval by Members: Prior to the first meeting of the OCC the President shall present a budget for approval by the members of the EC. Upon approval the EC, the budget shall be presented for approval by all members of the UHCG in attendance at the first meeting of the UHCG held during the school year.
Section 7.02 Financial Records, Maintenance, & Review: The financial records of the UHCG shall be maintained by the Treasurer. The books and records of the UHCG shall be reviewed annually by a member of the UHCG to be appointed by the President and approved by the EC. Such appointment shall not be a member of the EC.
Article VIII: Treasury and Finances
Section 8.01 Expenditure of funds, Authorization: Notwithstanding anything contained in the By-Laws to the contrary, no member, officer, agent, EC member, or any other person shall have the authority, right or power to expend any funds of, for, or on behalf of the UHCG without the prior authorization of the UHCG, as specified in section 7.01.
Section 8.02 Expenditures EC, Member Approval: The EC may authorize changes to the budget not to exceed fifty dollars ($50) per item.
Section 8.03 Special or Non-Budget Expenditures: Expenditures which are not contained or otherwise covered within the annual budget, and which exceed twenty-five dollars ($25), may be made, provide that each such expenditure is presented as a separate item at a meeting of the EC.
Section 8.04 Operating reserve: Notwithstanding the foregoing, there shall be established and maintained on an ongoing basis, an Operating Reserve equal to at least one hundred dollars ($100). Such Operating Reserve may be used, only with the approval of a majority of the EC present at a meeting called for such purpose, to fund or pay for items and expenses to the extent amounts in the annual budget are insufficient therefore. It is the intent of this provision that at no time whatsoever shall the Operating Reserve be allowed to fall below the amount mandated by the herein balance requirement.
Article IX: Indemnification
Section 9.01 Indemnification: The UHCG shall indemnify any and all persons who at any time shall serve, or shall have served, as EC members or officers of the UHCG, and their respective heirs, administrators and executors, against any and all expenses, including attorney’s fees, judgments, fines and amounts paid in settlement before or after suit is commenced, which are actually and reasonably incurred by such persons in connection with the defense or settlement of any action, suit, or proceeding in which he or she may be involved by virtue of having been an EC member or officer of the UHCG which in the course of his or her duties as such EC member or officer, and are not a result of grossly negligent acts or intentional wrongdoing.
Section 9.02 Good Faith: The Indemnification provide in the foregoing paragraph is intended to afford full protection to all EC members and officers who have acted in good faith and in a manner reasonably believed to be in, and not opposed to, the best interests of the UHCG and, with the respect to any criminal action or proceeding had no reason to believe his, her, or their conduct, was negligent, or otherwise unlawful.
Section 9.03 Other Indemnification: The foregoing indemnification provisions shall be and are in addition to any other rights to which those indemnified may be entitled under any agreement, resolution, or otherwise.
Section 9.04 No Personal Liability: The Indemnification provide in this Article shall be made to the extent of the assets and funds of the UHCG and in no event shall members, officers, or employees of the UHCG t be personally liable to any extent whatsoever, for any such amount.
Article X: Committees
Section 10.01 Creation of Committee: The EC may from time to time, create such committees as it deems reasonable, consisting of such members of the UHCG as the EC shall appoint. Such committees shall have the authority specifically delegated by the president of EC; provided, however, the designation and appointment of any such committee and the delegation thereto of authority shall not operate to relieve the President or EC of any responsibility imposed hereunder.
Section 10.02 Chairpersons: The president shall appoint all Committee Chairpersons with the approval of EC.
Article XI: Conduct of meeting-Rules of Order
Section 11.01 Conduct of Meeting, Rules of Order: All meetings shall be conducted in an orderly and businesslike manner, and shall be governed by Robert’s Rules of Order as a guide, except when such rules or provisions are superseded by, or are in conflict with, these by-Laws or by specific policies voted upon and imposed by the UHCG.
Section 11.02 Order of Business: The order of business at all meetings will be that indicated in the agenda.
Article XII: Contracts, Checks, Payments Deposits and Funds
Section 12.01 Contracts: Subject to the provisions of Section 7.01 hereof, the EC may authorize any officer or officers, agent or agents, of the EC or of the UHCG, to enter into any contract or execute and deliver any instrument in the name of and on behalf of the UHCG. Such authority may be general or confined to specific instances.
Section 12.02 Checks and Payments: All checks, drafts or orders for the payment of money, notes or other evidences of indebtedness issued in the name of the UHCG shall be signed by such officer or officers, agent or agents, of the UHCG and in such manner as shall from time to time be determined by bank requirements. In the absence of such determination by the EC, such instrument shall be signed by the Treasurer and countersigned by an authorized officer of the EC.
Section 12.03 Deposits: All funds of the UHCG shall be deposited in a timely manner to the credit of the UHCG in such banks, trust companies, or other depositaries as the EC shall select and direct.
Section 12.04 Gifts: The EC may accept, on behalf of the UHCG, any contribution, gift bequest or devise for the general purposes or for any specific purpose of the UHCG. The EC shall do everything possible to honor and follow the request, if any, of any person, persons, or entity making any such gift and directing a specific use or purpose for the gift.
Article XIII: Fiscal Year
Section 13.01 Fiscal Year: The fiscal year of the UCHG shall begin on the first (2st) day of July and end on the thirtieth (30th) day of June of the following year (“Fiscal Year”).
Article XIV: Amendment and Repeal
Section 14.01 Amendment: These By-Laws may be amended by the members of the UHCG upon the affirmative vote of two-thirds of the members attending a meeting. Provided, however, that any such amendment shall have been submitted and proposed in writing, at least one (1) meeting previous to the meeting of the UHCG at which the vote is to be taken. Proper notice of the intent to consider amending these By-Laws must be given to the membership in compliance with the provisions of Section 3.06
Section 14.02 Repeal: These By-Laws may be repealed by the members of the UHCG upon the affirmative vote of two-thirds of the members attending a meeting. Provided, however, that any such repeal of an Article or Section shall have been submitted and proposed in writing, at least one (1) meeting previous to the meeting of the UHCG at which the vote is to be taken. Proper notice of the intent to consider any such of a By-Law must be given to the membership in compliance with the provisions of Section 3.06
LAST REVISED: 07/14/2009
PRINTABLE VERSION: UHCGPP_By-Laws_v07142009.pdf [137kb]
