Bylaws

The Montgomery School Community Association (hereafter referred to as “MSCA”) was formed in June 2001.
Last revised: November 2011. For a PDF version of the bylaws, click here.

Mission

The objectives of MSCA are:

  • To promote a close cooperation, understanding, and spirit of community among administrators, parents, faculty, students, and staff
  • To enable parents to be of service to the school, and to meet the School’s needs with the efficient use of parent talents and resources.
  • To effectively communicate the Community Association’s mission and activities to the School community.

Membership

MSCA includes all parents, faculty, administrators, and staff of the Montgomery School.

Officers

There shall be a President, Vice President, Treasurer, Secretary, President Emeritus, Middle School Coordinator, Lower School Coordinator, and ECC Coordinator.

The term of the President and Vice President will be one year. The Vice President may ascend to the position of President, and the President to the position of President Emeritus. Other officers may serve a term of two years.

Committees

The Steering Committee will consist of the Head of School, Director of Development, Lower School Head, Middle School Head, and the following officers of MSCA: President, Vice President, Treasurer, Secretary, President Emeritus, Middle School Coordinator, Lower School Coordinator, and ECC Coordinator.

The Steering Committee shall perform such duties as are appropriate to their positions, including but not limited to:

  • Present a budget for consideration
  • Transact business in the intervals between MSCA meetings
  • Creating standing committees
  • Approve the plans of work from the standing committees
  • Present a report at each meeting of MSCA. Exception to this will be the Secretary who will send minutes within two weeks to all members of MSCA requesting it.
  • Approve routine bills within the limits of the budget.
The Steering Committee shall communicate during the week prior to regularly scheduled MSCA meetings. A special meeting may be called by the President, Head of School, or by a majority of the Steering Committee members.

The Nominating Committee consists of the President, Middle School Coordinator, Lower School Coordinator, ECC Coordinator, and the Head of School. The Nominating Committee will submit a slate for approval at the May general meeting of MSCA. The President-elect shall be chosen from the Steering Committee, if possible. Also, if possible, no fewer than two officers from the previous year should continue as officers the following year. The newly elected officers shall assume their official duties at the close of the last day of school.

If the President leaves the office for any reason, the Vice President shall assume the position of President. The Steering Committee will then appoint a member of MSCA to fill the vacancy.

A committee will be established for each event or function headed by a chairperson(s). In the event that no one volunteers to serve as a particular committee chair, the Steering Committee will strive to appoint a chair.

The Chair of each committee shall submit an oral report at the MSCA meetings prior to an event and a written report at the meeting following the event. This written report shall then be filed with MSCA for use by subsequent chairs.

Duties of the Officers

The President shall preside at all general meetings and shall coordinate the officers and committees in order that the mission may be promoted. The President shall support events including but not limited to the following: Book Fair and Chili Dinner, Faculty Luncheon, and Communications/Publicity.

The Vice President shall act as an aid to the President and shall perform the duties of the President in the event of her/his absence. The Vice President shall support events including but not limited to the following: Teachers’ Center, Publishing Center, and the following Drama/Musical Productions: Grandparents’ Day Show, Lower School Holiday Show, and the Middle School Production.

The Treasurer shall receive all monies of MSCA, keep accurate records of receipts and expenses, pay out funds in accordance with the approved budget, and present a report and updated budget at each meeting. The treasurer shall support events including but not limited to the following: Thrift Shop and Montgomery Wear, the Speakers Bureau, and Grounds Beautification and the Book Fair.

The Secretary shall provide name tags, take attendance and record the minutes of all meetings of MSCA and shall distribute copies of minutes to all officers, homeroom parents, school administrators, and all others who have submitted e-mail addresses for same. A binder containing minutes from all meetings shall be kept current and accessible to all in an area by the receptionist in the Schoolhouse. Minutes should be distributed within two weeks following a meeting.

The Secretary shall support events including but not limited to the following: Art Department, Library, Computer Department, Admission Volunteers, and the Snow/Emergency Chain.

The Lower School Coordinator and ECC Coordinator shall work closely with the Head of Lower School to ascertain how parental support can be utilized most effectively and shall serve as liaison between Homeroom Parents and the Head of Lower School. The LS and ECC Coordinators shall run the MSCA Lower School meetings, which will report on parental support for division events, provide a forum for communication among Homeroom Parents, and discuss any issues appropriate to that division.

The LS and ECC Coordinators shall support events including but not limited to the following: Parents Socials, Lower School Fall Fun Day, Holiday Program Receptions, and Santa’s Workshop.

The Middle School Coordinator shall work closely with the Head of Middle School to ascertain how parental support can be utilized most effectively and shall serve as a liaison between Homeroom Parents and Head of Middle School. The MS Coordinator shall run the MSCA Middle School meetings, which will report on parental support for division events, provide a forum for communication among Homeroom Parents, and discuss any issues appropriate to that division.

The MS Coordinator shall support events including but not limited to the following: Parents Socials, Middle School Dance, Musical Reception, and Commencement.

Meetings

Meetings of MSCA shall be determined by the Steering Committee. Meetings are open to all parents, faculty members, and administrators.

Anyone may address the meetings by first calling the President two weeks prior to a scheduled meeting to ask to be recognized on the agenda. This request may or may not be granted based on the Steering Committee’s ruling. The Secretary will respond to this request within several school days.

A quorum for the MSCA meetings shall consist of a simple majority.

Fundraising

MSCA may raise money for the benefit of the School with the approval of the School Head. Any money raised will be allocated under the jurisdiction of MSCA from the account of MSCA.

Expenses

Any expense not included in the MSCA budget or any expense in excess of the budgeted amount must first be approved by the President and Treasurer before the expense may be incurred. In the event of lack of agreement between the President and Treasurer, the Vice President must vote.

Homeroom Parents

Homeroom Parents are responsible for arranging for parental help for the classroom teacher as needed, coordinating class parties, scheduling chaperones for parties and field trips, and communication with parents about class events. In addition, the Homeroom Parents should serve as a resource for both new and returning families, thus helping to build community at the classroom level. Homeroom Parents are expected to attend scheduled MSCA meetings and to assist the division coordinator in providing parental support for division events.

Each section of each grade will have one Homeroom Parent. Each grade from 3’s to 8th grade, except Kindergarten 1, will have two Homeroom Parents. Homeroom Parents will be filled on a first-come, first-served basis. Homeroom Parents may not serve consecutive years for the same class unless no one else is interested in serving as Homeroom Parent for that class. Prior to the beginning of the school year, all Homeroom Parents will be given the “Homeroom Parent Guidelines” that clearly define the expectations of their position as the parent leader in their child’s classroom. See attached “Homeroom Parent Guidelines.”

Recruitment of Volunteers

A descriptive questionnaire will be distributed to all parents during the late spring asking parent volunteers to sign up to chair or serve on committees and/or to serve as Homeroom Parents. All parents will be encouraged to volunteer in some capacity each year.

Parliamentary Authority

Roberts Rules of Order Revised shall govern MSCA in all cases to which they are applicable and in which they are not inconsistent with these by-laws.

Amendments

These by-laws may be amended by consensus of the association at any meeting provided that notice of the proposed amendment has been given at the previous meeting.

Miscellaneous

As with any organization in association with Montgomery School, MSCA falls under the auspices of the Board of Trustees of Montgomery School.