CROSSGATES PARENTS’ CLUB CONSTITUTION

Article I – Name

The name of this organization shall be Crossgates Parents’ Club.

Article II – Aims and Purpose

The aims and purpose of this organization shall be to bring the school and home into closer relationship so that they may cooperate more successfully in the education and welfare of the child.

Article III – Meetings and Quorum

This organization shall meet monthly during the school year (except December) at the discretion of the Executive Board. These meetings shall be at the school for promotion of its objectives and the transaction of business. Special meetings for the transaction of business may be called at the discretion of the President and two other officers. The Executive Board consisting of elected officers shall be expected to attend all meetings.

Article IV – Membership

Any person having a child enrolled in Crossgates School is duly a member of the Crossgates Parents’ Club. Any person interested in the objectives for which the organization has been created may become a member.

 Article V – Officers and Their Duties

Officers shall serve for no more than two (2) consecutive one-year terms for the same office, except at the discretion of the Nominating Committee. To be considered for candidacy, an individual should attend at least one-half of the scheduled meetings. To be considered for President, the candidate must have served on the Executive Board. Under extenuating circumstances, these rules can be amended at the discretion of the Nominating Committee.

PRESIDENT – To preside at all meetings of the organization, to be a member ex-officio of all committees except the Nominating Committee, to be Chairman of the Executive Board, and to perform all other duties pertaining to the office. This person shall serve as an advisor to the Board of the following year and may be invited to attend Board meetings. As President-Elect, this person, with the assistance of the outgoing President and Treasurer, shall prepare a budget for the coming school year. The budget must be presented to the general membership for approval during the last scheduled business meeting of the organization.

VICE-PRESIDENT – This person shall perform the duties of the President in the absence of that officer. This person shall serve as the Program Chairman providing programs for meetings. The Vice-President shall serve as Parliamentarian for the organization. This person shall work with the principal and teachers to determine the most needed items that are to be purchased with Crossgates Parents’ Club funds and to report same to the Executive Board for consideration. This person shall be responsible for the purchase of special gifts as directed by the Crossgates Parents’ Club Board.

RECORDING SECRETARY – This person shall duplicate records of all organizational and Executive Board meetings. The duplicate copy of said minutes shall be given to the President. This person shall keep the copy of the Constitution up-to-date by inserting all amendments and additions including the date of their adoption.

CORRESPONDING SECRETARY – This person shall perform any duties pertaining to correspondence of the organization and is responsible for notices to the membership pertaining to Crossgates Parents’ Club activities. This person shall serve as chairman of the Nominating Committee representing the Executive Board.

TREASURER – This person shall receive all money of the organization, keep an accurate record of the receipts and expenditures, and pay out funds only as authorized by the organization. This person shall be provided a petty cash fund. The amount can be determined by the Executive Board but is not to exceed $75.00. Reimbursements and advancements may be made as required. This person is to pay out operating expenses of the organization. This person is responsible for seeing that the books are audited by the past Treasurer or other Executive Board member at the close of the school year. The Treasurer must be bonded.

 Article VI – Elections

At the February meeting of the organization (or by written notice), the President shall announce a nominating committee to consist of five or more members representing all areas of Crossgates. The Corresponding Secretary, representing the Executive Board, shall serve as chairman. The Committee shall prepare a slate of candidates with a nominee for each office. This list shall be presented to the membership at the March meeting (or by written notice). The election shall take place at the next meeting. Additional nominations may be made from the floor. Voting shall be done by secret ballot. New officers shall be installed at the conclusion of the business portion of the final meeting and shall assume their respective duties immediately, except for the Treasurer. This person shall retain the office until all books have been audited.

 Article VII – Vacancies

A vacancy occurring in any office, except that of the President, shall be filled by vote of the Executive Board. If a vacancy occurs in the office of the President, the Vice-President shall move up to fill said vacancy.

Article VIII – Committees

There shall be the following standing and special committees, plus any others, which are found necessary to conduct the activities of the organization. These Committee Chairmen, in conjunction with the elected officers, constitute Crossgates Parents’ Club Board. In the event a committee chairman is unable to attend a monthly meeting, an update should be given to the President prior to the meeting.

 WAY AND MEANS – Two chairmen shall be appointed to provide ways and means for obtaining funds for the work of the organization. These chairmen must be bonded.

 ROOM PARENTS – To be responsible for appointing at least one parent for each room to cooperate with the teacher in coordinating all room parent activities.

 DIRECTORY –  To be responsible for the directory and distribution of same. The directory is to contain the student roster and information pertinent to school activities.

 LIBRARY COORDINATORS – There shall be two Library Coordinators. They shall be responsible for recruiting volunteers to work in the library, processing new materials, keeping the library in good order, and overseeing the expenditure of library funds.

PROJECTS – Projects shall be responsible for any collection and redemption of coupons or other items used for fundraising.

 SUNSHINE AND HOSPITALITY – To send cards to members of Parents’ Club as deemed appropriate. Cards and/or remembrances shall also be sent to the faculty and staff. This person shall greet new members to make them feel welcome. Writing notes to new families welcoming them and encouraging them to attend meetings shall also be part of this position.

 SCHOOL STORE – One chairman hall be appointed to purchase supplies and oversee its operation. This person shall present an annual report to the Executive Board.

 SOCIAL – Two chairmen shall be appointed and be responsible for assigning hostesses for each meeting at which refreshments are served. The chairmen shall also be responsible for overseeing any special event where refreshments are served.

 ENRICHMENT – This chairman shall be responsible for overseeing or assigning a chairman for any program that is designed to expand the classroom experience. This may include but not be limited to – performing artists, Horizons, Odyssey of the Mind, etc.

 YEARBOOK – To be responsible for forming a committee to assemble and layout pictures of classes, sport teams, scouts, etc.

 SPIRIT – Organizing monthly activities for promotion of school spirit, for example: Funky Hair Day, School Color Day, Michigan/Ohio State Day, etc.

 All committee chairmen shall turn in a report of their particular committee’s activities for the past year to the newly elected President at the close of the final meeting. Any of the above committees may be combined or expanded at the discretion of the Executive Board for any particular year.

  Constitution Revision Committee: 1991                               Constitution Revision Committee: 2002     

            Deborah Conway, Chairman                                             Candi Barrientos, Chairman                 

    Carol Farris                                                                  Jean Carroll

    Joyce LaVoy                                                                Dennis DeLucia

    Phyllis Payne                                                                Sue Grigsby

                                                                                     Amy Hannan

                                                                                     Cheryl Papenfus

Revisions approved:                                                   Revisions approved:                 

                February 8, 1991                                                       March 7, 2002

           Joyce LaVoy, President                                                 Sue Grigsby, President