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LONG TRAIL PARENT ASSOCIATION BYLAWS

7/24/2018

 

ARTICLE I:  NAME

The name of the organization is the Long Trail Parent Association, hereinafter called the “LTPA”.

ARTICLE II:  MISSION

The mission of the LTPA is to support and strengthen the mission of Long Trail School (LTS) through a partnership between the school community and all parents.

Specifically:

  1. Promote activities that enhance and support the school’s mission.
  2. Cultivate and support parent volunteerism in the school community.
  3. Support and recognize faculty, staff, and students.
  4. Develop, support, and participate in the school’s fundraising programs and projects that enhance the school community for students, faculty, and staff.
  5. Provide important networking and communications link between LTS administration and Grade Level Parents.
  6. Provide opportunities for parents to network by sharing ideas.
  7. Establish an annual committee to review nominees and select award recipient for the Founder’s Award (Dave and Rene Wilson).

ARTICLE III:  MEMBERSHIP

All parents or guardians of currently enrolled students are members of the LTPA.

ARTICLE IV:  LTPA COMMITTEE STRUCTURE

  • Administrative Liaison to LTPA (Executive)
  • President (Executive)
  • Vice President (Executive)
  • Secretary (Executive)
  • Treasurer (Executive)
  • Grade Level Parents
  • Friends of the Arts Chair
  • Friends of Athletics Chair

ARTICLE V:  TERMS OF LTPA COMMITTEE MEMBERS

Terms of LTPA Committee Members are limited to one year.  On or before June 1, the parent membership and the LTPA Committee will establish officers for the following year.  The LTPA Committee will prepare the LTPA event agenda and estimated budget for the upcoming school year and make recommendations on expenditures of LTPA funds.  This agenda is derived from the school calendar and is subject to the administration’s approval.  The LTPA and the LTPA Administrative Liaison will create committees and recruit additional volunteers needed to implement its annual agenda.

ARTICLE VI:  ROLES AND RESPONSIBILITIES COMMITTEE MEMBERS

LTPA ADMINISTRATIVE LIAISON—Administers the LTPA

  • Attend relevant LTPA meetings.
  • Provide administrative support for all LTPA.
  • Serve as the liaison between LTPA, LTS Head, Trustees, Administration, and faculty/staff.

LTPA PRESIDENT

  • Report to LTPA Administrative Liaison.
  • Run LTPA meetings.
  • Establish and recommend annual calendar of LTPA events and activities.
  • Serve as LTPA spokesperson, welcome new parents, and communicate regularly with parents to strengthen parent network.
  • Attend LTPA functions.
  • Provide copy for any publication (mailings, programs, enotes, invitations, flyers, etc.) to Communications Manager.
  • Identify need for parent volunteers and work with Secretary to coordinate.
  • Meet with LTPA committee members monthly to set agenda and to plan and administer all LTPA events and activities.

LTPA VICE-PRESIDENT

  • Administer LTPA when President is unavailable
  • Assume responsibilities assigned by President
  • Attend LTPA functions and meetings

SECRETARY

  • Attend LTPA meetings and functions.
  • Produce and disseminate minutes of LTPA meetings.
  • Help establish annual calendar of LTPA events and activities.
  • Maintain list of parent volunteers for LTPA and Long Trail School activities.
  • Recruit and support parent volunteers throughout the year.
  • Work with LTPA President to coordinate parent volunteer opportunities at LTS.

TREASURER

  • Develop LTPA annual budget with LTPA Executive Committee and LTPA Administrative Liaison.
  • Coordinate and collaborate with LTS Director of Finance regarding all financial matters relating to the LTPA.
  • Provide financial reports (provided by the Director of Finance) for LTPA meetings.
  • Assist with fundraising follow-up and prepare reports as needed.

GRADE LEVEL PARENTS

  • Attend monthly Grade Level Meetings.
  • Take notes at Grade Level Meetings and send to your grade level families.
  • Send event and other reminders to your grade level families as needed. 

FRIENDS OF THE ARTS CHAIR

  • Communicate with the Arts Chair and related faculty to identify the needs of the department.
  • Work with the LTPA Liaison to coordinate volunteers.
  • Attend LTPA meetings and report back to the Arts Department as necessary.

FRIENDS OF ATHLETICS CHAIR

  • Communicate with the Director of Athletics to identify the needs of the department.
  • Work with the LTPA Liaison to coordinate volunteers.
  • Attend LTPA meetings and report back to the Director of Athletics as necessary.

ARTICLE VII:  FUNDS

  • Head of School will recommend to LTPA Executive Committee the allocation of raised funds.
  • LTS Director of Finance shall receive all monies of the LTPA.
  • Funds raised must be placed in a designated LTPA account that is administered and controlled by the school’s Director of Finance and the Head of School.
  • LTS Director of Finance and LTPA President shall collaborate to present a monthly statement of account to the LTPA Committee upon request.
  • Fundraising activities initiated by the LTPA must be coordinated through the LTPA Administrative Liaison
  • Purchase orders and check requests must be signed by an LTPA officer and submitted to the Director of Finance or LTPA Administrative Liaison.

ARTICLE VIII:  MEETINGS

  • LTPA meeting schedule should be set during the school’s annual agenda setting process each summer.
  • Meetings may be called at any time by the LTPA Executive Committee.
  • Meetings will be kept to a minimum as to not burn out volunteers.
  • All LTPA meetings should be documented and minutes distributed in a timely manner.
 

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