• VHS SCA Bylaws – April, 2017 

    Bylaws for the
    Verona High School and Community Association 

    Article I
    The name of this Association is:  Verona High School and Community Association (SCA) of Verona, New Jersey. 
    Article II
     Section 1.       The objects of the Association are:
                            a.       To promote the welfare of children in the home, school and  community. 
                            b.       To develop between educators and parents such united efforts as will secure for all children the highest advantages                                    in physical, intellectual, social and moral education. 
    Section 2.       Programs and activities to promote the objects of the Association may include but are not limited to:
                            a.       The exchange of information and opinions among educators, children, and parents; 
                            b.       Educational activities and programs during non-school hours; 
                            c.       Participation in school programs and activities; 
                            d.       Sponsor fundraising activities to support academic programs; 
                            e.       Provide a network for members to exchange information  and ideas. 
    Section 3.       Programs and activities of the Association shall be governed by the Basic policies set forth in Article III.         
    Article III
    Basic Policies 
                            a.       The Association shall be noncommercial, nonsectarian, and nonpartisan.
                            b.       The Association shall cooperate with the school to support the Improvement of education, but shall not attempt to                                   interfere with the administration of the schools or with the conduct of school activities and shall not seek to control                                   school policies. 
                            c.       The Association may cooperate with other organizations and  agencies concerned with the education and welfare of                                  children but persons representing the Association in such matters shall  have no authority to make commitments                                  that bind the Association to action or to policies, unless such authority is Specifically delegated under the terms of                                  these bylaws or under the parliamentary authority adopted in Article XII. 
                           d.       Neither the name of the Association nor the names of any  members in their official capacities shall be used for any                                  purpose unless directly related to the promotion of the objects of the Association; nor shall those names be used in                                  any connection with a commercial concern or with any partisan interest. 
                           e.      No Board member, officer or member of the Association shall have or acquire any interest, direct or indirect, in any                                 project which the Association is promoting, or in any contract or proposed contract for materials or services or in any                                 lease, mortgage, sale or contract of any nature whatever, relating to any such project for to the Association, without                                 forthwith making written disclosure of same.  Such disclosure shall be entered in writing upon the minutes of the                                 Association.  No member who has such interest shall vote on any matter relating to such interest. 
                           f.      The Association shall not participate, directly or indirectly, in  any political campaign on behalf of any candidate for                                 public office or in opposition to any such candidate; nor shall the Association attempt to affect the outcome of any                                 political campaign in any way, including the publishing or distributing of any statements.  
                            g.     In the event of the dissolution of the Association, its assets shall  be distributed to Verona High School for its own                                 use in accordance to Article XIII. 
                            h.     A member of the Executive Committee must approve all  significant correspondence written in the name of the                                 Association by a member of the Association itself before publication or mailing.  The same rule applies for all public                                 speaking. 
                            i.      Any contract or agreement requires the signature of the standing committee chair, along with the signature of the                                 Associations President or Treasurer. 
    Article IV
    Membership and Dues
    Section 1.         Any individual who subscribes to the objects and basic policies of this    Association may become a member of this                          Association, upon the payment of dues, subject only to compliance with the provisions of the bylaws.  Membership in                         this Association shall be available without regard to race, sex, sexual orientation, color, creed or national origin. 
    Section 2.         The Association shall conduct an annual enrollment of members, but persons may be admitted to membership at any time                         upon payment of dues. 
    Section 3.         Each member of the Association shall pay annual dues to the Association.  To be in good standing, a member of the                         Association shall have paid current dues and have been in membership at least fifteen (15) days. 
    Section 4.        Only members of the Association in good standing shall be   eligible to participate in its business meetings or to serve in                         any of its elective or appointed positions. 
    Section 5.        The membership year of this Association shall be from September 1st through August 31st. 
    Section 6.       Non-members may attend meetings and participate in discussions, after all members wishing to speak have had an                        opportunity to do so, but may not vote. 
    Section 7.       Annual family membership constitutes one vote per parent/guardian 
    Article V
    Officers/Executive Committee 
    Section 1.       Guidelines of Officers
                           a.    The Executive Officers of the Association shall be a President or  Co-Presidents, two (2) Vice Presidents (Vice                               President of Program, Vice President of Membership), two (2) Secretaries (Corresponding Secretary and Recording                               Secretary), Treasurer and a Member at Large.  These officers shall perform the duties prescribed by these bylaws and                               by the parliamentary authority (Robert’s Rules of Order) adopted by this Association. 
                           b.    Officers shall be elected at the annual meeting in the month of May. 
                           c.    A majority vote shall elect providing a quorum is present. 
                           d.    Officers shall assume their official duties at the close of the last regular meeting of the school year and shall serve for                               a  term of two (2) years or until their successor(s) are elected. 
                          e.     No persons shall be elected to serve more than two (2) Consecutive terms in the same office unless all other                               Possibilities have been exhausted. 
                         f.      The Executive officers shall attend a majority of the regular    meetings. 
    Section 2.     A vacancy occurring in an office shall be filled for the unexpired term by a person elected at a regular meeting by a                      majority vote of the Remaining members of the Executive committee. 
    Section 3.    The involuntary removal of an officer, board member or committee  member shall require 2/3 vote of the Executive                     committee.  Any such  individual who fails to fulfill his or her duties or fails to abide by the bylaws of the Association,                     policies and/or code of conduct shall be removed in accordance with the procedures set forth.  A vacancy in any position                     created by removal shall be filled by the Executive committee until the end of the unexpired term. 
    Article VI
    Duties of Officers 
    Section 1.    The President or Co-Presidents shall be the chief elected officers of the Association and shall be responsible for the                     management and the   direction of the Association; shall preside at all meetings of the Association and of the Board; shall                     perform such duties assigned  to him/her by the Association or by the Executive committee; and shall coordinate the work                     of the officers and committees of the Association. 
    Section 2.    The Vice Presidents shall act as aides to the President or Co-Presidents and shall, in their designated order, perform the                     duties of the President or Co-Presidents in the absence or inability of that officer to  serve; and shall perform such duties                     assigned to him/her by the Association or the Executive Committee and more specifically:  the Vice President of Program                     shall be in charge of the yearly SCA Calendar and Program information in connection with the Conference of SCA’s and                     shall be responsible for filling open Board and Committee  positions; the Vice President of Membership shall be in charge of                     gathering and accounting of the SCA dues and shall maintain a list of paid members.  Any Vice President may be asked to                     temporarily fill in for any vacated position. 
    Section 3.    The Recording Secretary shall record the minutes of all meetings of the Association, of the Board and of the Executive                     Committee, shall have a copy of the approved bylaws, shall act as parliamentarian, and shall perform other such duties as                     may be delegated to him/her. 
    Section 4.    The Corresponding Secretary shall conduct the correspondence of the Association as directed by the President or Co-                            Presidents, the Board or the Association and shall be responsible for the social relations with the Verona High School                     teachers and staff.  
    Section 5.    The Treasurer shall have custody of all the funds of the Association; shall keep an accurate record of receipts and                     expenditures; shall pay out funds in accordance with the approved budget as authorized by the Association.  The Treasurer                     shall, in cooperation with the President or Co-Presidents, submit to the Executive Committee and the Association for                     approval a budget for the fiscal year; shall present a financial report of accounts at every meeting of the Association and of                     the Executive committee; and shall make a full report at the annual meeting.  An audit committee shall examine the                     Treasurer’s accounts annually.  The Treasurer shall maintain and renew the Legalized Games of Chance license; shall file all                     paperwork with the Township of Verona  and the State of New Jersey required for the activities associated with the                     Legalized Games of Chance; shall complete and file the final report for the Legalized Games of Chance activities. 
    Section 6.    The Member-at-Large shall be appointed in order to bring a particular knowledge base, skill set or diversity to the board.  He                     or she shall serve a term of two (2) years or until his/her successor is appointed.  The Member-at-Large has full voting                     rights, has an advisory role and may fill any committee leadership role voted upon by a majority of the Executive                     Committee 
    Section 7.    All officers shall deliver to their successors all official material not later than ten (10) days following the installation of the                     successors. 
    Article VII
    Executive Committee and Board 
    Section 1.   The Executive Committee of the Association shall be comprised of a President or Co-Presidents, two (2) Vice Presidents                   (Vice President of Program, Vice President of Membership), two (2) secretaries (Corresponding Secretary and Recording                   Secretary), Treasurer and Member-at-Large. 
    Section 2.    The Executive Committee of the Association and the chairpersons of the Standing Committees shall constitute the Board. 
    Section 3.    The Executive Committee shall have general supervision of the affairs of the Association between its meeting, fix the hour                     and place of the meetings, make recommendations to the Association, and shall perform such other duties as are specified in                     these bylaws.  The Executive Committee shall be subject to the orders of the Association, and none of its acts shall conflict                     with action taken by the Association.  
    Section 4.    Meetings of the Board may be held at times approved by its members. 
    Section 5.    A majority of the Executive Committee members shall constitute a quorum. 
    Section 6.    Special meetings of the Board and/or the Executive Committee may be called by the President or Co-Presidents or by a                     majority of the members of the Board and/or the Executive Committee, giving at least twenty-four (24) hour’s notice. 
    Section 7.    The Executive Committee may authorize the expenditure of no more than  $500 in any single instance and no more than                     $1,500 cumulative in any fiscal year for items not specifically identified in the approved annual budget without the approval                     of a quorum of the Board. 
    Article VIII
    Section 1.    Regular Meetings
                        a.      Regular Meetings of the Association shall be held at least twice during the school year at times approved                              by the President or Co-Presidents and school principal. 
                        b.    The last regular meeting shall be known as the Annual Meeting  For the purpose of electing officers, receiving reports                            of officers, and other such business as may properly come before it.  Standing Committee chairpersons will provide                            successors with detailed accounts and records of committees. 
    Section 2.    Special Meetings
                         a.    Any member of the Executive Committee may call Special Meetings of the Association.  The purpose of the meeting                            shall be stated in the notice.  Except in case of emergency, at least five (5) days notice shall be given.
    Section 3.    Executive Meetings
                         a.      An Executive Meeting can be called by any member of the  Executive Committee with at least twenty-four (24) hours                              notice. 
                         b.     A majority of the Executive Committee members must be  Present. 
    Section 4.    The privilege of holding office, introducing motions, debating, and voting shall be limited to members whose current dues                     are paid and who have been in membership in this Association at least fifteen (15) days.  
    Article IX
    Section 1.    Standing Committees
                        a.    Standing Committees shall be created by the Executive  Committee as may be required to promote the objects and                            interests of the Association.  The President or Co-Presidents of the Association shall appoint the chairs of the Standing                            Committees.  
                         b.   The chairs of all Standing Committees shall present plans of  work to the Board.  No committee work shall be                            undertaken without the approval of the Board.  Chairs of Standing Committees may request to present new ideas to the                            Board whenever necessary. 
                         c.   The Chairs of the Standing Committee are those who are  listed in the joint SCA Program and Calendar. 
    Section 2.   Special Committees
                       a.   A Special Committee may be created by the Executive  Committee to address a specific interest of the Association.  The                         members and chair of the Special Committees shall be appointed by the President or Co-Presidents and approved by the                         Executive Committee. 
                      b.   Since a Special Committee is created and appointed for a specific purpose, it automatically goes out of existence when its                         work is done and the Association accepts its final report. 
    Section 3.    Nominating Committee
                        a.    A Nominating Committee of three to five (3 to 5) members shall be appointed by the President or Co-Presidents at the                            January meeting and approved by the Executive committee.  The Chairperson of the committee shall be the Vice                            President of Program. 
                        b.   The Nominating Committee shall recommend one (1) candidate for each office to be filled and shall report to the general                           membership at the Annual Meeting. 
                        c.   Following the report of the Nominating Committee, an  opportunity shall be given for nominations from the floor. 
                        d.   Only those members in good standing of the Association who have consented to serve, if elected, shall be eligible for                           nomination either by the committee or from the floor. 
                       e.    The representatives may not serve more than two (2)  consecutive terms. 
    Section 4.   Audit Committee
                      a.    An Audit Committee of three (3) members shall be appointed by the President or Co-Presidents and approved by the                         Executive Committee at its last meeting of the fiscal year.  The Audit Committee shall have one representative from the                         Executive Committee, one from a Standing Committee and one from the membership at large.  The chairperson of the                         Audit Committee shall be the representative from the Executive Committee. 
                     b.    The Treasurer’s accounts shall be examined annually by the Audit Committee who, satisfied that the annual report is                         correct, shall sign a statement of the facts at the end of the report. 
                     c.    The Audit Committee’s report shall be made at the first    Regular Meeting in the fall. 
    Section 5.    Bylaw Revision Committee
                     a.    The Bylaw Revision Committee shall be comprised of the  President or Co-Presidents and two (2) other members                         recommended by the President or Co-Presidents.  This Committee shall be formed every four (4) years to review and                         revise the bylaws as needed, unless deemed necessary by a quorum. 
                     b.    These bylaws may be amended at any regular meeting of the Association by a two-thirds (2/3) vote of the members                         present and voting.  Notice of the proposed amendment shall have been given by notice to the membership at least one                         week prior to the meeting. 
                      c.   After approval by two-thirds (2/3) vote at a regular meeting of the Association, a copy of all amendments shall be sent to                         the President of the Conference of SCA’s, within two weeks. 
    Section 6.    Needs Assessment Committee
                         a.    The Committee shall be comprised of the President or Co- Presidents, the Principal and the Treasurer (a teacher may                             substitute for the principal). 
                         b.    The Needs Assessment Committee shall present a list of Recommended gifts at the Annual Meeting for approval by the                             membership. 
    Section 7.    The President or Co-Presidents shall be ex officio members of all Committees. 
    Article X
    Section 1.    The Association’s Treasurer shall place a minimum of $2,000.00 but not more than $5,000.00 in reserve per fiscal year for                     purpose of having funds available prior to the start of the next school year. 
    Section 2.    Funds in excess of 2,000.00 - $5,000.00 reserved shall be disbursed to the school in the form of a donation(s) or designated                     for a specific project as per the recommendation of the Needs Assessment Committee. 
    Section 3.    Unless directed by the Association, designated funds must be scheduled for disbursement by the next school year. 
    Section 4.    The Association may contribute to other non-profit or 501(c)3 organizations for the purpose of promoting community, which                     benefits the children directly or indirectly as long as it does not exceed 10% of the Association’s expenditures. 
    Section 5.    The SCA Scholarship Fundraising Committee shall raise additional funds that are to be designated to the SCA Senior                     Scholarship end of year awards. 
    Article XI
    Conference Membership 
    Section 1.    This Association shall be a member of the Verona Conference of SCA’s (School and Community Association). 
    Section 2.    The Association shall be represented in meetings of the Verona    Conference of SCA’s by the President or Co-Presidents                     and all two (2) of its Vice Presidents or alternate with voice to vote. 
    Section 3.    The Association shall pay dues to the Verona Conference of SCA’s as required. 
    Article XII
    Parliamentary Authority 
    Section 1.    Parliamentary Committee The parliamentarian from each School and Community Association and the Community                    Coordinator of the Verona Conference shall constitute the parliamentary committee.  The final parliamentary decisions rest in                    this committee. 
    Section 2.   Roberts Rules of Order Newly Revised shall govern the Association in all cases in which they are applicable and in which                   they are not in conflict with these bylaws. 
    Article XIII
    Section 1.   The procedure for the dissolution of the Association is as follows:
                        a.    The Executive Committee shall call for a meeting of the membership and one (1) representative of each School and                            Community Association for the purpose of discussing the advisability of dissolving the Association 
                        b.    A member may request the dissolving of the Association providing:
                               (1)    A motion requesting a meeting of the membership and one (1) representative of each School and Community                                    Association for the purpose of the advisability of dissolving the Association is presented at a regular meeting of the                                    Association. 
                              (2)    The motion is approved by two-thirds (2/3) of the membership present, providing there is a quorum. 
                        c.    After ARTICLE XIII, Section a or b has been accomplished, the Executive Committee shall adopt a resolution that the                            Verona High School and Community Association be dissolved and directed that the question of such dissolution be                            submitted to a vote at a meeting of members having voting rights.  Written or printed notice stating the purpose of such                            meeting is to consider the advisability of dissolving the Verona High School and Community Association shall be given                            to each member entitled to vote at such meeting at least thirty (30) days prior to the date of such meeting. 
                        d.    Written notice of the adoption of such resolution, accompanied  by a copy of the notice of the meeting shall be mailed to                            the President of the Verona Conference of SCA’s, the parliamentary committee, the Superintendent of Verona Schools,                            and the Verona Board of Education at least twenty (20) days before the date fixed for such meeting of the members. 
                         e.    Only those persons who were members in good standing of the Verona High School and Community Association on the                            date of adoption of the resolution and who continue to be members in good standing on the date of the meeting shall be                            entitled to vote on the question of dissolution. 
                         f.    Approval of dissolution of the Verona High School and  Community Association shall require the affirmative vote, by                            written ballot, of at least two-thirds (2/3) of the members present and entitled to vote at the meeting, a quorum being                            present. 
    Executive Committee: President or Co-Presidents, Vice President of Membership, Vice President of Program, Corresponding Secretary, Recording Secretary, Treasurer and Member At Large. 
    Board: Executive Committee, Chairs of Standing Committees. 
    Standing Committee: Committees appointed for a definite time to handle all business on a specific subject, which may be referred to them. 
    Special Committee: Committees appointed to accomplish a specific assignment. 
    Quorum: A majority of the Executive Committee members. 
    Annual Meeting: The last regular meeting of the Association. 
    Regular Meeting: Meetings of the Association consisting of the Executive Committee, Chairs of Standing Committees and members. 
    Executive Meeting: Meetings consisting of the attendance of the Executive Committee or a combination of incoming, outgoing and current Executive Committee members. 
    Member: A Verona High School parent, faculty and/or community member who has paid the Association’s annual family dues at least 15 days prior to any gathering of members. 
    Non-Member: A Verona High School parent, faculty and/or community member who has not paid the Association’s annual family dues at least 15 days prior to any gathering of members.  

    1.    All notices and flyers should be approved by the Principal and the SCA President or Co-Presidents prior to being emailed or placed        for distribution. 
    2.    Officers and chairpersons of committees should give a report at regular  meetings and contact the President or Co-Presidents by       email in advance if they cannot attend. 
    3.    The President or Co-President must be notified of any new business at  least twenty-four (24) hours in advance. 
    4.    Officers and chairpersons should keep accurate, detailed records of all activities, fundraisers, etc. in a binder/folder or USB to pass        on to the next person to hold the office at the last meeting of the school year. 
    5.    All chairpersons are responsible for providing notices concerning their activities to the SCA President or Co-Presidents and website       coordinator by the announced deadline. 
    6.    All expenditures beyond the budgeted amounts require approval by the  Executive Committee before purchases may be made. 
    7.    Itemized receipts should accompany all requests for reimbursement. 
    8.    The Treasurer will keep all moneyboxes, calculators, etc.  Chairpersons should request them at least three (3) days in advance of the        event. 
    9.    Chairpersons shall request petty cash from the Treasurer at least one (1) week in advance of the event. 
    10.    All monies should be counted by the Chairperson before being turned over to the Treasurer for deposit, and should be accompanied          by a written report of expenditures and receipts.  Money and records should be turned over within three (3) days of the event. 
    11.    These Standing Rules may be amended at any regular meeting by a two-thirds (2/3) vote.  They shall in no way conflict with the          Bylaws of the Association.  They shall be reviewed and revised every four (4) years by the Bylaw Revision Committee, unless          deemed necessary by a quorum.