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By-laws of
Forest Hill Nursery School, Incorporated

Article I

Membership

Children will be enrolled at the Forest Hill Nursery School, Incorporated, hereinafter referred to as the Co-op, regardless of race, creed, color, and natural origin.  Membership in the co-op is open to any parent/legal guardian who meets the following requirements:

Section I

• Has a child currently enrolled in the co-op.
• Assisting at school per schedule.  Only children currently enrolled are permitted in school during morning and/or afternoon sessions.
• Attendance at membership meetings, special meetings, and orientation of the co-op.
• Taking part in general administration and programs of the co-op through assuming responsibility for special duties in accordance with special skills.  This is to be fulfilled by serving and participation on a committee.
• Members with two co-op children would be expected to work double the time of a member with one child and will be scheduled as two members.  These members may also be asked to serve on two committees if necessary.

Section II

• Application for Membership
• Must be made in writing on form supplied by membership committee.  This application does not insure

       a place in the co-op.  When membership is filled, all applicants will be placed on a waiting list.

• Unusual requests/circumstances require approval of the Board acting on the recommendation of the

       Vice President of Membership.

Section III

• Members may withdraw for any reason upon giving written notice to the Vice President of Membership.
• If a member withdraws and wishes to place their child on the waiting list of a different year, the original application date will apply.
• Members may be requested to withdraw under the following circumstances:
• On the recommendation of the Board if the member does not abide by the by-laws of the co-op after the member has been given every opportunity to discuss the situation with the Board and/or the entire co-op.
• On the recommendation of the teachers and Board, in conjunction with professional advice if desired by either party, if the child is judged to be detrimental to the purposes and program of the co-op or if the program is not functional for the child.

Article II

Tuition and Fees

Section I

• All fees, charges, and fines shall be as determined by the membership upon recommendation of the Board.

• There will be a registration fee of $30.00 per child and an acceptance fee of $30.00 per child new to the co-op.  For returning family’s there will be a $20.00 registration and acceptance fee per child advancing with the co-op, due by the date indicated on the contract.  There will also be an annual equipment and materials fee of $60.00 per child due by the date indicated on the contract.  All fees are non-refundable. 
• A twenty percent discount in tuition will be given to members with two or more children enrolled in the same          year.  This discount is taken only on the second and subsequent child’s/children’s tuition.  The oldest child shall be considered the first child enrolled for tuition discount purposes.
• Tuition is due payable by the 14th of each month.  Tuition will be paid one month in advance.  September tuition is due in June, October tuition is due in September, etc.  If tuition is not paid in full by the 1st of the month following its due date on the 14th, a late fee in the amount of Twenty Dollars ($20.00) will be assessed.  If tuition or the late fee remain delinquent on the 5th of the month following its due date, the family shall incur an additional Ten Dollar ($10.00) late fee.  Ten dollar ($10.00) late fees shall continue to accrue on the 10th, 15th, 20th, 25th, and the last day of the month if tuition or late fees remain past due on said dates.  If any tuition or late fees remain past day for more than thirty (30) days, the family’s contract/s with the school shall be terminated.  As for graduating families, if all tuition and late fees are not paid in full by April 30th, the child or children of said families will not be permitted to participate in the graduation ceremonies for that year.  If this graduation penalty is enforced, the families also forfeit their seniority on the waiting list if the families are returning.
• Members enrolling a child after the first of the month shall pay a full month’s tuition; on or after the 16th, half a month’s tuition is due.
• Members withdrawing a child during the school year are not refunded any moneys already paid i.e. fees, tuition.  Members withdrawing a child before the school year begins will surrender September tuition in addition to all fees already paid.
• The President of the co-op is allowed a 50% discount on tuition of one child.  Additional children of the    President will be given a 20% discount on tuition.  The Vice President of Membership, Vice President of Fundraising and  Treasurer will receive a 30% discount on tuition,  The First Vice President, Vice President of Marketing and Secretary will receive a 20% discount on tuition.  Board representatives will receive a 10% discount on tuition.  Only one discount per member, per school year, i.e., the larger of multiple or officer discounts (except for the President).
• A $20.00 fine will be assessed for unexcused absences from the membership meeting.  Failure to notify the Secretary constitutes an unexcused absence.
• A $25.00 fine will be assessed for any missed assigned working day in the classroom unless a replacement is arranged by the scheduled parent.
• Members that are late picking up their child from school will be given a warning for their first offense;  thereafter, they will be assessed a fine of $20.00 for the first 15 minutes and $5.00 for every additional five minutes that they are late.
• Members arriving late for their working days will be given a warning for the first offense; thereafter, they will be assessed a fine of $10.00 for a second offense, and assessed a $25.00 fine and placed on probation for a third offense.                                                                                                                          
• Members that do not perform their required duties in the classroom or on committee will be given a warning for the first offense; thereafter, they will be assessed a $10.00 fine for a second offense, and assessed a $25.00 fine     and placed on probation for a third offense.
• Any member that has been placed on probation will lose returning family status and cannot serve on the Board.
• A returned check fee of $20 will be assessed for any check returned by the bank. Any balance resulting from a returned check must be paid in full within 5 business days of notice given that the check was returned.
• All enrolled students and workings parent paperwork is due by July 1 of the year the student is enrolled.
• If the student is enrolled after July 1, they have 30 days to submit all paperwork to the school based on the date used on their signed contract.
• If paperwork is more than 30 days late past July 1 or 30 days after dated contract is signed, member will receive notification via email that paperwork is past due.
• If paperwork is 45 days late, member will be assessed a $25 fine.
• If paperwork is more than 60 days late, member will also be assessed an additional $50 fine.
• NOTE: Parents are encouraged to make duplicate copies of all submitted paperwork for their files to help ensure no missing information occurs during the enrollment process.

Article III

Section I

• Membership meetings shall be held in September, November, January, and April during the school year.  Meetings are held on Tuesdays.  The dates and times will be determined by the Board and published prior to
• school opening.  Meetings are mandatory.
•  
• Incoming members shall be required to attend the April membership meeting and will have voting privileges.

• Special membership meetings may be called at the discretion of the Board or at the request of a majority of  the

members.  Each member shall be notified in writing of the time, place, and purpose of the meeting.  The agenda shall be limited to the special purpose for which the meeting was called.

Section II

• Meetings of the Board shall take place preceding the membership meetings at a time and place designated by the

       President.

• Special Board meetings may be called by the President or at the request of a majority of Board members.

C   The agenda and recommendations of the Board shall be read at the next meeting of the general membership at the discretion of the President.

Article IV

Officers

Section I:  President

• Preside at general meetings.

• Preside at Board meetings.

• Attend and assist at committee forming meeting held after the April general membership meeting.

• Coordinate activities of officers.

• Retain a copy of each teacher’s contract and see that its terms are fulfilled.

• Shall be liaison between parents, teachers, and Board.

• Shall be liaison between Landlord and co-op.

• Shall be responsible for picking up and distributing mail.                                                   

• Attend orientation preparation meeting.                                                                                                

• Attend opening and closing of school.

• Recruit candidates for President, Vice President, Vice President of Membership, Vice President of Fundraising, Secretary, and Treasurer.  Submit slate and profiles of each candidate in writing to each member at April meeting.  Board representatives profiles shall also appear on the ballot.

Section II:  Vice President

• Shall perform the duties of President in the absence or inability of the President to act.

• Oversees committees, collects year end reports from committee chairpersons, and maintains master file.

• Shall assist the President in the performance of his/her duties.

• Authorized to excuse board absences.

• Record teacher absences.

• Is responsible for arranging for a photographer and cleaning company.

• Must attend school opening and closing.

• Attend orientation preparation meeting.

• Attend and assist at committee forming meeting.

• Attend monthly board meetings.

K.  Assist President in recruiting candidates for officer and board representative positions.

Section III:  Vice President of Membership

• Compile class lists for upcoming school year.

• Shall conduct two open houses.

• Shall have a complete list of charter members, waiting list, former members, and advisory board.

• Maintain detailed records of applications for membership.

• Shall assist President and Vice President in the performance of their duties.

• Attend and assist at committee forming meeting.

• Maintain record of parent handbooks and distribution of same.

• Shall have additional assistance if necessary when making up new classes for upcoming school year.

Section IV:  Vice President of Fundraising

• Shall plan fundraising events to best meet the financial goal set by the Treasurer and prepare a fundraising

       calendar.                                                                                                                                                       

B.   Oversee the Fundraising Committee in fulfilling its responsibility of arranging dates, distributing and collecting order forms, and pick-up and delivery dates of product to membership.

C.   Maintain records of costs and profits associated with each fundraising event.  Re-evaluate vendors in terms of their costs and quality of product.                                                                                                   

D.     Set minimum sales goals for Board-granted incentives.                                                                    
                                                                                                                                                                               
E.    Assess profit potential of new fundraising ideas.

Section V:  Secretary

• Keep minutes of all general and Board meetings, making a copy of general meeting’s minutes available at the school for those who were absent from the meeting.  A copy of the board and general membership minutes to be given to the President.

• Record attendance at general membership and Board meetings.

• Shall be notified of absences at general membership meetings.

D.   Send thank you cards, flowers, and gifts.

Section VI:  Treasurer

• Prepare a budget for approval of general membership at first regular meeting of the year.

• Supervise and control all of the financial affairs and funds of the co-op subject to the discretion of the Board.

• Works with accountant on questions.

• Prepares books for accountant’s review over the summer.

• Collect all moneys due, manage disbursement of funds, and keep books or accounts and such other books as the

       Board shall direct.  The treasurer will notify members and the Board of delinquent accounts according to the
       following time schedule:

• 14th of the month—tuition is due
•  21st of the month—written notice is given stating the following:
•   member’s tuition payment is overdue          
•   restatement of fine and fee schedule for late payment of tuition          
•   delinquent account will be brought to Board’s attention at next monthly meeting 
•   delinquent accounts past 30 days will result in termination of member’s contract

• Submit a written financial report at the January meeting correlating budget to actual expenses and an oral report at the April meeting.

• Prepare teachers’ salary checks.                                                                                                              

• Prepare checks for other salaried employees and all other operating expenses according to respective agreements.

• Keep payroll records on file with appropriate authorities and Federal and State reports of taxes withheld, making     timely payment of such taxes.

J.   Keep insurance records, renewing policies when necessary.  Supply insurance information to members when necessary regarding health and accident policies when requested.
                                                                                                                                                                               
K.   An audit may be requested anytime at the discretion of the Board.

• Shall submit a written financial report at the membership meetings.  The written report will be kept on file by the Secretary.

M.  Order and maintain office supplies for the Board.

Section VII:  Board Representatives

NOTE:  Board representatives DO have to serve and participate on a committee.

• There is at least one representative from each class session; the representative(s) attends monthly Board meetings.
•  
• Has voting privileges on matters brought up to the Board.

C.   Contact fellow class members each month prior to the Board meeting for comments and concerns to be discussed at that month’s meeting.

D.   Coordinates special events for their specific class, i.e., teacher’s birthday, Christmas gift, Teacher Appreciation Week, year end class gifts given at the class picnic.

 E.   Coordinates summer play groups for class.

Section VIII:  Board of Directors

• Each class session will have up to two representatives on the Board of Directors.

• The Board shall be nominated from the floor at the April meeting.

• The Board shall decide on administrative matters pertaining to the school’s program and activities.

• The Board shall also discuss policy matters pertaining to the school’s program and activities and make policy recommendations to the membership for final decision by the members.

• The Board shall also prepare the agenda for the next business meeting of the membership.

• The Board shall also serve as the co-op’s grievance committee when necessary.

• The Board shall appoint a new President and/or Vice President and Vice President of Membership in case any two of these offices are vacant simultaneously.

• The Board shall appoint, if necessary, a replacement of any member of the teaching staff on majority vote of the Board.

• A member of the Board may have two excused absences from monthly Board meetings.  An excused absence requires prior notification of the Vice President.  Any additional absences can result in dismissal from the Board. Unexcused absences (no prior notification to the Vice President) results in a $10.00 fine.

                                                                                                               
Article V

Elections

Section I:  Election Rules

A.  The election for the upcoming school year’s Board will be held at the April general membership meeting. 
      Incoming members shall be required to attend this meeting.  All full members for the ensuing year shall be
      eligible for election.

• The Officers of the Corporation shall be members of the Corporation in good standing and shall be President,

       Vice President, Vice President of Membership, Vice President of Fundraising, Vice President of Marketing, Secretary, and Treasurer.

• The candidates for President should ideally be chosen from those members serving at least their 2nd consecutive year of membership and a previous member of the Board.

• Candidates for the remaining officers will be filled by either returning or incoming members.

Section III:  Election Procedure

• Nominations may be made from the floor.

• If there are two or more candidates for any office a vote will be taken at the April meeting.

Section IV:  Vacancies

Any vacancies in office or Board shall be appointed by the President and voted on by the Board.  In the event of a vacancy in the office of President, the Vice President will automatically assume the Presidency with Board approval.

Section V:  Term of Office

All officers shall be elected for a term of one year and may succeed themselves twice at the discretion of the Board. In order to provide continuity for the co-op, the officers immediately upon election shall begin to consult with the outgoing officers and attend all Board meetings.  They assume their offices at the conclusion of the school year.
                                                                                                                                                                               

Article VI

The Educational Staff

Section I

The Educational Director and/or teaching staff shall be chosen regardless of race, creed, color, and national origin.  They shall be selected by the Board under the terms of their respective contracts which are renewable on or before mid February.

Section II

Each teacher shall plan the daily program of his/her class.

Section III

The Educational Director and/or teaching staff will be responsible for the overall educational program.  If an Educational Director is employed, he/she will assume this role.

Section IV

Each teacher shall attend general meetings.  The teachers may be called upon to act in an advisory capacity to all committees.

Section V

Upon arrival or during the school session if a teacher feels a child should leave for health reasons, the parents/legal guardians will abide by the teacher’s decision.

Section VI

A teacher may enter his/her child as a member of the co-op according to the discretion of the Board.  He/she must pay full tuition, assume full responsibilities, and be a voting member of the co-op.

Evaluation Committee

First year teachers to Forest Hill Nursery School, Incorporated, will be evaluated by an outside source experienced and active in the field of early childhood education, after a four month probation period and twice in their first year of employment.  Thereafter, teachers will be evaluated annually by an outside source.  The evaluator will rate the teacher’s performance and classroom curriculum and make a written report to the Board.  Thereafter, the President will meet with the teacher to discuss his/her evaluation and provide him/her with a copy of the evaluation.   
                                                                                                                                                                               
At the discretion of the Board a questionnaire to the members will be distributed concerning the teacher’s performance and the curriculum.  The results of this questionnaire will be compiled by the substitute teacher committee and made available to the Board and the teacher for consideration.                                      

Article VII

Committees

Section I

• Standing committees are established as meets the needs of the co-op.

• Advisory Board:

• Shall consist of all outgoing Board Members
• Shall serve for a period of one year.
• Shall serve as public relations representatives to the community.
• Shall be advisors to the co-op.

Section II

Each committee should keep a file on committee activities, render year end reports in duplicate, and submit all to the Vice President at the end of the school year.  These files should then be used as reference materials by subsequent chairpersons and Vice Presidents.                                                                                                                            

Article VIII

General Provisions

Section I: Voting

• Each member family has one vote upon all questions presented for action at any meeting of members.

• The affirmative vote of a majority of the members shall be necessary to elect any officers or to decide any questions.

• Member families and incoming families shall have one vote regarding the election of new officers and Board members voted upon at the April meeting.

Section II:  Quorum

A majority of members, or Board, shall constitute a quorum at membership meetings or Board meetings, respectively.