PFA Mission & Bylaws

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Mission

The mission of the Parent Faculty Association (PFA) is to increase parent awareness, support, and involvement in school activities and programs while facilitating and enhancing communication between parents and the school

The PFA provides parents, faculty, trustees, and administrators an opportunity to exchange ideas and to work together to strengthen the community. The PFA is nonprofit and nonsectarian.

Description
The Parent Faculty Association (PFA) includes ALL parents of the children enrolled in the school and all members of the faculty and staff. The purpose of the PFA is to facilitate communication between parents, teachers, and administration; to increase parental awareness and involvement in school activities; and to work cooperatively with the faculty and staff to strengthen the Catlin Gabel community

The PFA provides support to the faculty throughout the year; hosts parent events, sponsors guest speakers and a wide range of events that enrich the Catlin Gabel community

The PFA Council generally meets on the third Thursday of each month. Meeting dates are listed on school calendars and on the web page. All members of the PFA are invited to these meetings.

Members of the PFA Council are listed in the online directory.

Volunteering in the PFA gives parents, faculty, trustees, and the administration an opportunity to exchange ideas and work together. The PFA asks every parent to give at least eight volunteer hours to the school over the course of the year. There are a wide range of activities and events that are important to the school

Grade Representative Job Description

Purpose
Enable parents to participate in and assist with classroom and school events. Act as liaison for parents to provide information and assistance where needed

Duties

  • Support PFA sponsored events such as Back-to-School Night, parent-teacher conference support (food), and Spring Festival
  • Work with PFA Division Coordinator to welcome new families to the school.
  • Serve as a liaison and information source for all parents in your grade.
  • Help plan and attend the parent coffee on the first day of school for your division.
  • Attend monthly meetings with the division head and the PFA

Division Coordinator

Work with faculty and staff to coordinate parent volunteers for various school events and projects.

Express appreciation and write thank-you notes throughout the year.

Attend PFA Council meetings on the third Thursday of the month. Attend PFA evening meetings if they are scheduled.


Bylaws

ARTICLE I – NAME

The name of the organization shall be the Catlin Gabel School Parent Faculty Association

ARTICLE II – OBJECTIVES

The objectives of the PFA shall be
To increase parental awareness, support, and involvement in school activities and programs at the Catlin Gabel School
To facilitate and enhance communication between parents and the School
To provide opportunities to exchange ideas and work together to strengthen the School community

ARTICLE III – MEMBERSHIP AND BUDGET

Section 3.1 – Members
All parents or guardians of children enrolled in the School, and all members of the faculty and staff shall be members of the PFA

Section 3.2 – Budget
The School shall provide an annual amount to the PFA to fund the activities of the PFA. The fiscal year of the PFA shall be from July 1 through June 30

ARTICLE IV – PFA COUNCIL

The PFA Council shall manage the business of the PFA. The PFA Council shall be composed of the Executive Committee, the Appointed Council, and members of standing committees

ARTICLE V – EXECUTIVE COMMITTEE

Section 5.1 – Election and Term of Office
The Executive Committee shall consist of the officers, Division Coordinators, Communications Coordinator, Volunteer Coordinator, and the Administrative Liaison. The Executive Committee shall be chaired by the President(s). The Executive Committee shall carry out all duties necessary to further the PFA’s objectives. The officers, Division Coordinators, Communication Coordinator, and Volunteer Coordinator shall be elected by members of the PFA Council on the basis of nominations submitted by the Nominating Committee.The Executive Committee shall submit a nomination for any positions left unfilled. If an elected position other than the President becomes vacant, the vacancy shall be filled by vote of the remaining members of the Executive Committee. Terms of office shall run from July 1 through June 30, and shall be for one or two years as provided below.

Section 5.2 – Officers

President: The President or Presidents shall have the primary responsibility for directing the PFA. The President(s) shall call and preside over meetings of the PFA Council and the Executive Committee. The President(s) shall coordinate the work of all other officers and committee chairpersons, and shall perform such other duties as may be authorized by the PFA Council. The President(s) represents PFA interests as ex‑officio member(s) of the Board of Trustees of the School where the office of the PFA President carries one vote. The President(s) works with the chair of the Board of Trustees to appoint parent representatives to Trustee Committees, and works with the Head of School to promote parent involvement. The President(s) shall serve for a term of one year renewable for an additional term.

Vice President: The Vice President or Vice Presidents shall be President(s)‑Elect The Vice President(s) shall perform the duties of the President(s) in the absence or disability of the President(s). The Vice President(s) shall chair the Nominating Committee, and shall perform such other duties as may be authorized by the PFA Council. If the office of the President becomes vacant for any reason, the Vice President(s) shall become President(s) and the resulting vacancy in the Vice Presidency shall be filled in accordance with Section 5.1. The Vice President(s) shall serve for a term of one year renewable for an additional term.

Treasurer: The Treasurer shall track expenditures, prepare the annual budget, and shall perform such other duties as may be authorized by the PFA Council. Each year the Treasurer shall prepare a budget with the assistance of the President and the School’s Director of Finance showing anticipated reserve and expenditures. The budget shall be presented to the Executive Committee for review at the April meeting and shall be submitted to the PFA Council for approval at the annual meeting. The Treasurer shall serve for a term of two years renewable for an additional term

Advisor: The Advisor(s) shall be a person who has served on the Executive Committee in past years and shall counsel the PFA Council on continuity, historical issues, and traditions of PFA programs and the School.The Advisor(s) shall serve for a term of one year renewable for an additional term

Division Coordinators: The Division Coordinators shall represent each of the four divisions of Catlin Gabel School (Beginning, Lower, Middle, Upper). The Division Coordinators shall lead the Division Advisory Committee. The Division Coordinators shall facilitate Division Advisory Committee meetings with the Division Head and Grade Representatives. The Division Coordinators shall be responsible for coordinating the PFA programs within their respective divisions. A Division Coordinator shall serve for a term of one year, renewable for an additional year.

Section 5.4 – Communication Coordinator
The Communication Coordinator shall oversee all communication within the PFA Council, and all communications among the PFA Council, the PFA, and the School. The Communication Coordinator is responsible for the PFA web pages, and is responsible for the recording and circulation of minutes from the Executive Committee. The Communication Coordinator shall also work with the Recording Secretary to edit and distribute the minutes from the PFA Council meetings. The Communication Coordinator shall serve for a term of one year, renewable for an additional year.

Section 5.5 – Volunteer Coordinator
The Volunteer Coordinator shall encourage and facilitate parent involvement. The Volunteer Coordinator shall serve for a term of one year, renewable for an additional year.

Section 5.6 –Administrative Liaison
The Administrative Liaison shall be appointed by Head of School. The Administration Liaison is a member of the School administrative team who works with the PFA Council and represents its questions and concerns to the Senior Staff. The Administrative Liaison shall serve for a term of one year renewable for any number of additional terms.

APPOINTED COUNCIL

Section 6.1 – Appointment and Term of Office
Each position shall be appointed as provided below.The term for each position shall run from July 1 through June 30, and terms shall be for one or two years as described in each position.

Section 6.2 – Recording Secretary
The Recording Secretary shall be appointed by the Head of School.The Recording Secretary shall coordinate minutes of the PFA member and PFA council meetings and PFA mailings. The Recording Secretary shall serve for a term of one year renewable for any number of consecutive terms.

Section 6.3 – Faculty Liaisons
There shall be four Faculty Liaisons who shall be members of the faculty appointed by the respective Division Head from each of the four divisions of the School (Beginning, Lower, Middle, Upper). The Faculty Liaisons work with the PFA Council and represent the needs of faculty to the PFA Council. The Faculty Liaisons shall also communicate information from the PFA Council to the faculty. The Faculty Liaisons shall serve for a term of one year renewable for any number of consecutive terms.

Section 6.4 – ParentNet Coordinator(s)
ParentNet Coordinator(s) shall lead the ParentNet grade level communication program, recruit and train facilitators, produce and promote educational programs, and schedule grade level meetings. The ParentNet Coordinator(s) shall serve for a term of one year renewable for an additional term.

Section 6.5 – Spring Festival Coordinator(s)
The Spring Festival Coordinator(s) shall be appointed by the President(s). The Spring Festival Coordinator(s) plan and coordinate the annual spring festival for the School community. The Spring Festival Coordinator(s) shall serve for a term of one year renewable for an additional term.</div>

Section 6.6 – Rummage Volunteer Coordinator
The Rummage Volunteer Coordinator shall be appointed by the President(s). The Rummage Volunteer Coordinator is responsible for volunteer participation during the annual rummage sale. The Rummage Volunteer Coordinator shall serve for a term of one year renewable for an additional term.

Section 6.7 – Grade Representatives
The Grade Representatives shall be appointed by the President(s). There will be at least one Grade Representative for each grade level. The Grade Representatives shall coordinate activities of the grade level room parents. The Grade Representatives shall be responsible for coordinating the PFA programs within their grade level.&nbsp;A Grade Representative shall serve for a term of one year.

Section 6.8 – Editor(s) of the Dialogue
The Editor(s) of the Dialogue shall be appointed by the President(s). The Editor(s) shall be responsible for regular publication of the Dialogue, a magazine-style publication of the PFA. The Editor(s) of the Dialogue shall serve for a term of two years renewable for an additional term.

ARTICLE VII – STANDING COMMITTEES

Section 7.1– Nominating Committee
The Nominating Committee shall consist of the President(s), Vice President(s), a Past President, and 2 members at‑large who shall be appointed by the President. A slate shall be developed by soliciting nominations from the PFA Council, faculty, staff, and parents and guardians.&nbsp;The Nominating Committee will confer with nominated individuals to determine their willingness to serve.&nbsp;The Nominating Committee shall submit a final slate of nominations to the PFA Council at the annual meeting.

Section 7.2 – Division Advisory Committees
Division Advisory Committees shall consist of the Division Coordinators and the parent Grade Representatives for each grade and shall meet periodically with the Division Heads of School

Section 7.3 – Additional Committees
The Executive Committee may create additional committees for such purposes and on such terms as it determines in its discretion

ARTICLE VIII – MEETINGS

Section 8.1– Meetings of the Members
The annual meeting of the PFA members shall be held in the spring of each year on a day selected by the Executive Committee. The budget for the subsequent fiscal year shall be presented.&nbsp;The slate of elected positions for the subsequent year shall be presented and voted upon.

Special meetings for any purpose shall be called by the President(s) in consultation with the Executive Committee or by a majority of the Executive Committee. An announcement of the time and place of the annual or special meetings shall by conveyed through a school-wide statement not less than 10 days before the day of the meeting.

Section 8.2 – Meetings of the PFA Council
Meetings of the PFA Council shall be held monthly or at such intervals as may be necessary in the President’s judgment to conduct business. A majority (51 percent) of the PFA Council shall constitute a quorum at any meeting of the PFA Council.
The Executive Committee meeting shall be held approximately one week prior to PFA Council meetings to finalize the PFA Council meeting agenda and to discuss issues which pertain to PFA activities. The Executive Committee is responsible for evaluating proposals submitted requesting funding, volunteers, or other types of support. The Executive Committee shall report any action taken to the PFA Council.A majority (51 percent) of the Executive Committee shall constitute a quorum at any meeting of the Executive Committee.

ARTICLE IX – PARLIAMENTARY PROCEDURE

All meetings of the PFA Council shall be governed by Robert’s Rules of Order.

ARTICLE X – AMENDMENTS

These bylaws may be amended or revised in their entirety by a two-thirds vote of the PFA Council at any regular PFA Council meeting or special meeting called for that purpose.