The League of Aylett Country Day School Bylaws Effective as of May 2011
Name and Purpose
Section 1.1 This association shall be called The League of Aylett Country Day School (the “League”).
Section 1.2 The purpose of the League shall be to encourage, promote, and assist the Aylett Country Day School (the “School”) in all aspects of its existence; to promote the economic success of the School through fundraisers and other activities; to increase the usefulness and effectiveness of the School; to advance the needs of quality education within the School and the community which it serves; and to do any and all things necessary or useful to provide through the School a high educational standard for its students.
Section 1.3 The League shall act only in accordance with these Bylaws and as otherwise prescribed by the Board of Directors of the School (the “School Board”).
Section 2.1 The government of the League shall be vested in an executive board (the “Executive Board”), consisting of the duly elected officers of the League and between two and four additional members of the League elected at-large, at least one of whom shall represent the lower School and one of whom shall represent the upper School. The Headmaster may attend all meetings of the Executive Board.
Section 2.2 The Executive Board shall transact the business and affairs of the League.
Section 2.3 At the beginning of each School year, the Executive Board shall agree on the number and dates of the regularly schedule meetings of the Executive Board for the School year. Additional meetings of the Executive Board shall be held at such time and place as the President deems appropriate. At least two days notice by mail, telephone, facsimile, email or other electronic means or in person must be given all members of the Executive Board prior to any meeting that has not been regularly scheduled. A majority of the Executive Board shall constitute a quorum.
Section 2.4 The President shall be a full voting member of the School Board during his or her term in office.
Section 3.1 The membership of the League shall be unlimited in number and shall consist of the parents and/or guardians of students attending the School and the teachers, instructors, and administrators of the School.
Section 3.2 Those eligible for membership in the League, shall, before attaining such status, pay annual dues, payable in advance on registration day, at the beginning of the School year. The annual dues shall be determined and set by the Executive Board from time to time.
Section 3.3 Any member failing to pay annual dues by October 1st of each year shall be dropped from the membership in the League after being duly notified and failing to pay such dues with 30 days of such notification.
These Bylaws may be amended from time to time by a majority vote of all the members of the League either by proxy (including electronic mail), orally or in writing at any regular or special meeting of the membership of the League provided that a notice setting forth the proposed amendment with the reasons thereof and any known objection shall have been sent to each member at least 21 days prior to such meeting.
Election of Officers and Executive Board
Section 5.1 In April of each year, the President shall appoint a nominating committee, as needed, of three persons, who are not members of the Executive Board, who shall in May advise the Secretary of its nominations of officers and at-large members of the Executive Board. The consent of each nominee must be obtained before such nominee’s name is presented. Additional nominations may be made from the floor provided such nomination is duly seconded and the consent of each candidate has been obtained before the name is placed in nomination. Officers and members of the Executive Board shall take office at the conclusion of the last regular meeting of the League in each academic year.
Section 5.2 Vacancies to fill the unexpired term of any officer or member of the Executive Board may be filled by election at any regular or special meeting of the League. Nominations for such shall be made from the floor and duly seconded. The consent of each nominee must be obtained before such nominee’s name is presented.
Section 5.3 Election of officers, membership to the Executive Board or to fill vacancies shall be by a plurality vote of those present at the duly constituted meeting of the League.
Section 6.1 The elective officers of the League shall be a President, Vice President, Secretary and Treasurer. Each officer shall have the authority and shall perform the duties which pertain to the office held by such officer set forth below or, to the extent consistent with these Bylaws, such additional duties as may be conferred upon such officer by the Executive Board or the League from time to time.
Section 6.2 The President, or in the President’s absence, the Vice President or such other officer as shall be designated by the President, shall preside over all meetings of the League and the Executive Board. In the absence of the Vice President and such other officer, another person shall be elected from among the members of the Executive Board present. The President shall appoint the chairman and members of all committees of the League. The President shall exercises general supervision over all affairs of the League. The President shall be a voting member of the School Board and a member, ex officio, of all the committees of the League, but shall not be counted in determining a quorum for such committees. In the absence of the President, the Vice President or such other officer as shall be designated by the President may serve in the President’s stead.
Section 6.3 The Vice President shall preside over meetings of the League and the Executive Board in the absence of the President. The Vice President shall assist the President as requested.
Section 6.4 The Secretary shall keep a complete record of all proceedings of the League and the Executive Board. The Secretary shall keep a role of all members of the League and shall perform all other duties appertaining to the office of Secretary.
Section 6.5 The Treasurer shall perform the duties customarily assigned to this office, and shall give bond, if required, by the Executive Board. The Treasurer shall make all deposits of the League monies to the proper accounts. The Treasurer shall present and/or approve all bills of the League. All payments of bills shall be made by the School in accordance with its normal operating policies.
Section 6.6 Contracts and formal documents shall be signed by two officers of the League and/or by two members of the School Board as designated thereby.
Section 7.1 The standing committees of the League shall be: (i) Hospitality, (ii) Communications and (iii) Bylaws and Constitution. The chairman and members of the standing committees shall be appointed by the President.
Section 7.2 Special committees may be created from time to time by resolution of the League or the Executive Board. Such committees shall investigate, report, and act in accordance with the authority granted in such resolution.
Section 7.3 A majority of a committee shall constitute a quorum.
Section 7.4 The Hospitality Committee shall be responsible for coordinating with the room mothers of each class for all hostess related functions of the League.
Section 7.5 The Communications Committee shall be a liaison between the members of the Executive Board, the League and the community.
Section 7.6 The Bylaws and Constitution Committee shall be responsible for insuring that the activities of the League comply with these Bylaws and the Articles of Incorporation and Bylaws of the School. The Bylaws and Constitution Committee shall periodically review these Bylaws and, as may be desirable, necessary or appropriate, recommend proposed revisions to these Bylaws to the Executive Board.
Section 8.1 The School Board, in consultation with the Executive Board, shall set an annual fundraising goal for each academic year for the League.
Section 8.2 The League shall submit a budget at the beginning of each School year to the School Board for review and comment (the “Annual Budget”), which has been approved by the Executive Board, setting forth the planned fundraising events for the League for the then current School year and projected revenues and expenses, taking into account the agreed fundraising goal. The League and the Executive Board shall have the authority to operate within the parameters set forth in the Annual Budget. The Executive Board shall not incur any debt or liability not set forth in the Annual Budget exceeding the lesser of $3,000.00 or the net assets of the League, without prior approval of the League.
Section 8.3 All funds of the League shall ultimately be the property of the School and shall be deposited in the School’s name and with such bank or banks, trust company or trust companies or other financial institutions as the School may from time to time designate.
Meetings of the League
Section 9.1 Regular meetings of the membership of the League shall be held four times per year unless otherwise ordered by the League and the date, time and place of each such meeting shall be set forth on the School calendar at the beginning of the School year.
Section 9.2 Special meetings of the membership of the League may be called at any time by the President or a majority vote of the Executive Board. Except as provided in Article IV, at least seven days notice by mail, telephone, facsimile, email or other electronic means or in person must be given to all members of the League prior to any meeting of the membership of the League that has not been regularly scheduled.
Section 9.3 Fifteen members shall constitute a quorum at any meeting of the membership of the League as provided in this Article IX.