Special Meeting 9-19-11

 

MS/HS FACT MEETING MINUTES

September 19, 2011

 

ATTENDANCE:              Position open - Leader

Position open - Treasurer -   

Sherri McCleery - Secretary & Connections Chairperson - 734-789-1563 smccleery@comcast.net

Carol Goike-McCain - Fundraising - cagmccain1115@gmail.com   

 

 

Special thanks to all of our parents/students that attended - Sherri McCleery, Desiree Heck, Raydell Kwiatkowski, and Angie Myers.

 

FACT MEETINGS:

Meetings will be held first Tuesday of the month at 5:30pm in the MIDDLE SCHOOL.

 

New Business:

Roles and responsibilities of each board position according to our current by-laws: 

ARTICLE VIII - OFFICERS

8.1       Qualifications All officers of the Committee must be Regular Members of the Committee.

8.2       Officers The Committee shall have a President, Fundraising Coordinator, a Secretary, and a Treasurer. No officer may be the spouse or domestic partner of another officer.

8.3       Vacancies The President may nominate an officer as needed to fill a vacancy from a prior duly elected officer, subject to approval of the Board. Such person shall serve until the end of the term of the officer being replaced.

8.4       Term of Office of Officers The term of office of the President, Fundraising Coordinator, Secretary and Treasurer shall be one year, excluding the fiscal year of incorporation and establishment, and shall commence at the adjournment of the annual meeting provided for by Article 5.1 of these Bylaws.

8.5       Duties and Responsibilities of the Officers The offices shall have the following duties and responsibilities:

Requirements

• Attend allF.A.C.T. and Board Meetings.
• Contact Secretary if you will be absent.
• Act as part of the "Welcoming Committee" at the F.A.C.T. meetings.
• Create a positive and motivating atmosphere.
• Responsible for smooth transition for future Chairs.

•(a)       President.

• Lead meeting.
• Maintain control of the meeting by following Robert's Rules of Order.
• Follow the agenda.
• Signs checks on F.A.C.T. account.
• Work with chairs on "big events".
• Coordinate attendance to monthly School Board Meeting.
• Create letter to send out and post on bulletin board announcing vacancies before the April meeting.
• Discuss "Active Membership" at meeting and keep a list of people attending on the minutes.
• Responsible for proper documentation of any fundraising activities associated with F.A.C.T.

      (b)       Treasurer.

• Collects money owed on any "post pay" fundraiser, including taking action if needed.
• Collects money from any returned checks that were deposited.
• Write checks for approved yearly requisitions.
• Write checks as needed but does not sign checks.
• Coordinate the administration (addition and removal of names) of check signers.
• Approve checks under $50.00, checks above that need to be approved.
• Establish a backup person to make deposits.
• Maintain checkbook balance.
• Maintain treasurer file of al requisitions & receipts.
• Enter information into "QuickBooks" (or whichever program is used).
• Maintain family accounts.
• Provide copies of check register report each month.
• Provide an update of income and expenses each month
• Provide copy of all reports for secretary.
• Announce fundraiser profits for minutes.
• Lead meeting in the absence of the F.A.C.T. president.

(c)        Secretary.

• Calls roll and introduce visitors at meetings.
• Take notes of all discussions that take place at the meetings to be included in the monthly minutes.
• Collect F.A.C.T. correspondence from F.A.C.T. mailbox to review at meetings.
• Type up minutes and distribute within 2 weeks after meeting to all board members.
• Type up agenda for next meeting and distribute one week prior to monthly meeting.
• Post minutes on F.A.C.T. bulletin board.
• Keep track of who will be excused at monthly meeting.
• Promote Summit Academy to family and community.
• Welcome new families.
• Help create flyers and letters for events and contests sponsored by FACT.
• Send out condolence and congratulations sentiments on behalf of FACT.
• Help to promote special event and activities sponsored by FACT.

(d)       Fundraising Coordinator.

• Plan yearly fund-raisers and chart progress.
• Meet with Vendors to plan and set-up fund-raisers.
• Collect and prepare fundraiser report regarding funds to be deposited.
• Keep accurate records of monies owed by families for all fundraisers.
• Obtain volunteers for events.
• Review yearly fund-raisers and discuss future improvements or ideas.
• Responsible for proper documentation of any fundraising activities associated with F.A.C.T.

8.6       Execution of Papers

Except as the Board may generally or in a particular case authorize, the execution of any deed, lease, transfer, bond, contract, or any other obligation of the Committee shall be signed by two of the Board of Directors, and shall be void and of no effect unless so executed.

 

Review guidelines for officers from PTO Today:  Everyone received copy of guidelines from PTO Today.

 

FACT's role at Summit Academy:  We discussed what our role is according to our current by-laws.

ARTICLE IV - PURPOSE AND OBJECTIVES OF THE COMMITTEE

4.1       Purpose

The purpose of the Committee is to promote student development at Summit Academy Schools in an atmosphere that is consistent with the educational philosophy of the school community.

4.2       Objectives

The objectives of the F.A.C.T. are as follows:

• (a) To promote a better understanding of all situations involving the education and social welfare of all children attending Summit Academy.
• (b) To establish a close and working relationship between teachers, parents and the community in general; and

(c)       To develop an organization with an active and involved membership that is concerned with the             total academic program and with all of the students regardless of sex, race or socio-economic             status; and  

(d)       To provide supplementary financial support for various Summit Academy academic activities             and for new or improved facilities; and

(e)       To encourage and support the participation of Summit Academy students in local, state, and             national events.

 

Discussed procedures for election of FACT Board Members according to current by-laws:

                       

ARTICLE VII - BOARD OF DIRECTORS

7.1       Composition

The Board of Directors shall consist of the President, the Secretary, the Fundraising Coordinator and the Treasurer, who shall be members of the Board for the duration of their respective terms of office, which is one (1) year, excluding the fiscal year of incorporation and establishment.  The initial officer's terms will not expire until the end of the 2010-2011 fiscal year. 

7.2       Manner of Election

An annual election for vacated positions will take place at the May meeting.  Any "active member" may run for a vacated team position.

 The procedure for election of F.A.C.T. Board members is as follows:

• No more than one year shall pass between elections for chair positions.
• A letter will be sent out and posted on the bulletin board announcing vacancies before the April meeting.
• Board members will vote. A simple majority carries vote.
• The Secretary and Treasurer will count all votes. The new members will be announced following the vote.
• A term of one (1) year minimum with no maximum, dependent on revote.
• The process for running for office will be to submit name, brief history and be given 5 minutes to speak at the April meeting.
• A vacancy occurring in any office in the middle of a school year shall be filled for the remainder of the term. If there are two chairs then the remaining chair may hold this position alone or recruit a second chair.
• Any member can be removed from their position with "just cause" by two-thirds majority vote of the Board. Members must be notified of such action at least one (1) month prior to the vote being taken.
• Any chair wishing to resign shall submit a letter of resignation and submit all materials to position in a timely manner that is reasonable.
• When chairs/teams have fulfilled their purpose, all records and any receipts shall be turned in within (10) days and the position/team shall dissolve.

7.3       Vacancies

Any vacancy in the Board caused by the death, resignation or disqualification of a Director shall be filled by a majority vote of the remaining Board members until the next annual meeting provided for by Article 5.1 of these Bylaws.

7.4       Powers of the Board

The Board shall have complete authority for governance of the Committee, including, but not limited to, the power to make necessary rules and regulations, assessment of dues, fees and other charges, management of all financial matters, and the conduct of any other matter considered by the Board to be in the interest of the Committee. The Board may establish and appoint members from the Regular and Community membership to any committees it considers necessary to carry out these functions.

7.5       Meetings of the Board

The President, or in his/her absence, the Treasurer, may call a meeting of the Board on three (3) days oral or written notice to each member of the Board. The Board shall meet at least once each month August through May of each Academic Year. Notwithstanding the foregoing, a meeting of Board members may be held on the call of the majority of members of the Board, and such meeting shall be held at the time and place designated by such majority, but only after three (3) days oral or written notice to each member of the Board.  A quorum for the transaction of business at any meeting of the Board shall consist of fifty percent (50%) of the current Board, excluding any non-voting member of the Board.

7.6       Voting at Board Meetings

Each member of the Board shall have one vote at meetings of the Board. Board members may not vote by proxy or otherwise designate another person to represent them at any Board Meeting, but may cast a vote if present at the Board meeting.

 

WOW Open House:  I will display how many shirt boxes an Innisbrook roll wraps vs. one from Hallmark and the price difference.  We can encourage registering early and sending out the email & link to out-of-town friends and family who can support our sale.  I will have baked samples of the food items in the catalog and other items.  Flyers available will be order forms for class t-shirts/hoodies (and possibly lounge pants), permission slips for October 14^th field trip, FACT Newsletter, sign-up sheets for places we will be needing help.  Poster board will be posted showing what FACT does for our school.

 

Questions: 

• Can we work on consistency of information being posted on different areas on the Summit website?
• Was the 990 annual report filed last year (for 2010)?

 

Miscellaneous:

Meeting adjourned at 4:05 PM.

Next meeting is October 4^th, at 5:30 PM.

 

 

 

 

Site updated on January 14, 2013

Copyright © 2007 NexusBuilder