Parents’ Group Bylaws
Article I: Name
The Admiral Farragut Academy (AFA) Parents’ Group is a volunteer organization, which operates under the auspices of the Academy and is to be referred to in these bylaws as the Parents’ Group.
Mission: The mission of the AFA Parents' Group is:
Article II: Purpose
1. To enhance the quality educational and recreational programs of AFA by raising funds and purchasing items to be used to benefit the cadets
2. To raise funds solely for donation to AFA projects that are not covered by the school's operating budget. No individual should profit from Parent Group fund raising. .
3. To support the Academy's mission.
4. To establish a network for parents to communicate, socialize, and be part of the Farragut community.
Article III: Membership
All parents of currently enrolled Admiral Farragut Academy students are members of the Parents’ Group. Payment of dues shall not be required for membership.
Article IV: The Executive Committee
1. The Executive Committee of the Parents' Group shall be made up of; the President, the Vice President, the Secretary, the Treasurer, the immediate Past-President, the Lower Division Parent Liaison, the Middle Division Parent Liaison, the Upper Division Parent Liaison, the Boarding Parent Liaison and an Academy Representative (as designated by the Headmaster).
2. The President shall preside at all meetings of the Parents’ Group and Executive Committee shall be the official representative of the Parents’ Group; shall appoint, with counsel of the Executive Committee, chairs of the standing committees for not more than one-year terms; may appoint special (“ad hoc”) committees; shall be an ex-officio a member of all committees except the Nominating Committee; shall fill all vacancies in elective offices or committees; shall approve, in advance, all notices, correspondence, newsletters, publication, leaflets, posters, news releases, order forms and other written material which emanates, or implies that it emanates, from the Parents’ Group; and shall sign contracts and other instruments necessary to carry out the acts of the Parents’ Group.
3. The Vice-President shall assume the duties and responsibilities of the President in his/her absence and Chair the Allocation Committee. The Vice-President shall be available to undertake special assignments at the request of the President.
4. The Secretary shall take minutes of all Parents’ Group and Executive Committee meetings and shall carry on any correspondence forethe Parents' Group as directed. The Secretary is responsible for submitting meeting minutes to the President for review within seven (7) days of the meeting and once reviewed the Secretary is responsible for posting minutes on the AFA website.
5. The Treasurer shall have charge of and be accountable for all funds of the Parents’ Group; shall disburse said funds only by check which shall be signed by the AFA COO and the Treasurer. The Treasurer shall keep full and accurate accounts for all funds of the Parents’ Group; shall prepare the annual budget in consultation with the Executive Committee for approval by the Parents’ Group; shall present budget reports at all Parents’ Group meetings; and shall obtain Executive Committee approval for any non-budgeted reimbursement or expenditure.
6. The Immediate Past-President shall advise and assist the President as required and shall be familiar with Roberts’ Rules of Order in order to be of assistance to the President. The Past President or a designated individual will Chair the Nominating Committee.
7. The Academy Representative shall function as an organizational liaison between the Parents’ Group and the Academy. The Secretary shall be responsible for retrieving and distributing all correspondence to the appropriate Officers and Committee Chairs.
Article V: Vacancies
1. If the President is unable to complete the term, the Vice-President will assume the duties of the President for the remainder of the term.
2. All other Board vacancies shall be filled by the Executive Committee, with the exception of Past President, which, if vacated or rendered inactive, shall not be replaced.
Article VI: Meetings
1. Meetings of the Parents’ Group may be held at the discretion of the Executive Committee.
2. Executive Committee and Standing Committee meetings are open to all parents to observe and shall be publicized.
3. The slate of new officers for the following year will be presented during the April meeting.
4. A vote will take place at the May meeting. The May meeting will be considered a joint meeting, the first part chaired by the existing President, Vice-President, Secretary and Treasure withthe latter part chaired by the newly elected Officers.
Article VII: Parliamentary Authority
Robert’s Rules of Order, Newly Revised, shall govern the Parents’ Group in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Parents’ Group may adopt.
Article VIII: Committees
1. The Executive Committee shall establish, at the beginning of the fiscal year, all standing committees for the year with the exception of the nominating committee, which shall be established prior to the elections. The Past President or designated individual shall chair the Nominating Committee.
2. All committee chairpersons shall be appointed by the President, with counsel of the Executive Committee.
3. The appointed committee chairpersons shall have authority to direct the committee and make decisions in counsel with the President.
4. The President shall be ex-officio a member of all committees, except the Nominating Committee.
Article IX: Nominations and Elections
1. The nominating committee shall make all efforts to fill the Executive committee positions and solicit parents volunteers to fill the Executive Committee positions. In the case that there are no volunteers for the positions, the nominating committee shall propose a candidate, with the proposed candidates consent.
2. The proposed slate of officers is presented at the April meeting and those candidates should be present . Write in candidates will be allowed.
3. Elections shall take place at the May meeting. Ballots will be mailed prior to this meeting to parents of seven (7) day boarding students. . In the case of a tie, there will be an immediate runoff by paper ballot.
4. A person shall not be eligible to serve more that two consecutive terms in the same office.
Article X: Allocation of Funds
1. An Allocation Committee shall be established yearly for the purpose of reviewing requests for funds from faculty and staff. The Committee shall be comprised of the President, the Vice-President, the Lower Division Liaison, the Middle Division Liaison, the Upper Division Liaison and the Academy’s Chief Academic Officer. In addition, the Headmaster will appoint another Academy Representative who is a non-voting member.
2. The Allocation Committee shall receive approved recommendations from the Headmaster for funding.
3. All requests for funds less than $500 receiving the Headmaster’s approval will be funded. Requests for funds over $500 and less than $2,500 must receive Headmaster approval and be reviewed by the Allocation Committee and ruled on by a majority vote. Requests over $2,500 must receive approval at any regular meeting of the Parents’ Group by a two-thirds vote of members in attendance.
4. All funds raised by the Parents’ Group shall be disbursed by allocation in the school year in which such funds are raised, unless the general body directs otherwise. A minimum reserve balance as established by the Executive Committee prior to the April meeting will be maintained in the account. All funds that are budget line items that have not been dispersed by the May meeting will revert back into the PG general account.
5. Allocations shall be made in accordance with the stated purpose of the Parents’ Group.
6. The fiscal year of the Parents’ Group shall be from July 1st to June 30th.
Article XI: Amendment of Bylaws
These bylaws may be amended at any regular meeting of the Parents’ Group by a two-thirds vote, provided that the amendment has been submitted in writing at the previous regular meeting.
Media Player
