This organization shall be called the “Aiken Preparatory Alliance”, hereafter referred to as “APA.”

 

The APA’s purpose is to foster a greater sense of community, build

communication, and encourage parent involvement in support of our

school.

 

The major goals of the APA are to:

1)     Promote cooperation and communication among parents, faculty, staff, trustees and students;

2)     Support Aiken Preparatory School’s social and educational programs (for both parents and children);

3)     Support the growth and development of the Aiken Preparatory School community;

4)     Provide meaningful ways for parents to be involved at Aiken Preparatory School.

 

The APA is open to all Aiken Preparatory School parents, legal guardians, faculty, staff, and friends of the school. There are no membership fees, annual dues, or financial obligations. During August and September of school each school year, all eligible members will be invited to join the organization as an active member. However, active membership may be acquired at anytime during the school year.

 

The APA’s Executive Officers will carry out the function of the APA in cooperation with Aiken Preparatory School’s Administration and Board of Trustees, and in accordance with Aiken Preparatory School’s mission.

 

A.     Structure: The APA’s Executive Committee consist of a President, Vice-President, Secretary/Treasurer, Faculty Liaison, Administrative Liaison, Board of Trustees Liaison, and the chairs from each of the APA’s Standing Committees – These committees are (1) Room Parents, (2) Fundraising and Development (3) Hospitality and Special Events, (4) Athletic Boosters, and (5) Membership. The APA President, Vice-President and Secretary/Treasurer will be elected according to the rules set forth in Section V of these By-Laws. Tenure shall be from June 1 through May 31. Chairs of the Standing Committees will be appointed annually by the APA President in consultation with the Head of School.

 

The Faculty Liaison, Administrative Liaison, and Board of Trustees Liaison are all non-voting Executive Committee Officers.

 

B.    Responsibilities and Duties: 

a)     President: Manages the operation of the APA.

b)     Vice-President: Serves as election coordinator, By-Laws administrator, and sets the APA agenda for the forth-coming school year;

c)      Secretary/Treasurer: Coordinates with the APS Business Manager, provides for meeting minutes and their approval at each meeting, and is responsible for APA communications;

d)     Standing Committee Chairs: Manages the operation of their committees;

e)     Liaisons: Assists the APA and their representative groups by providing communication and information between the organizations.

 

A.     All APA active members are eligible for nomination to the Executive Committee. The Membership Committee will solicit nominations for office from the existing active membership. The Head of the School must approve nominations prior to publication, mailing, and election of the proposed slate of candidates.

B.    Ballots will be mailed by March 15th of each school year. One official ballot shall be mailed to the active APA membership. Ballots must be received by April 1st. The Vice-President-Elect shall act as Elections Coordinator.

C.    The following positions will be placed on the ballot annually: Vice-President and Secretary/Treasurer. 

D.    The Vice-President will become President for the next school year unless written notification of intent to not hold the office of President is given to the Membership Committee Chair on or before February 1. In the event that the Vice-President chooses not to hold the President’s Office, the membership committee will solicit nominations for the office of President in accordance with Item A above.

E.     The candidate for each position who receives the most votes shall be elected.

F.     The APA President-Elect will appoint Standing Committee (i.e., Room Parent, Fundraising and Development, Hospitality and Special Events, Athletic Boosters, and Membership) Chairs during the last month of each school year.

G.    In the event that there are no candidates for a position or that one of the Executive Officer positions becomes vacant, the remaining Executive Officers shall assume the responsibilities of that position until it can be filled by special election during an active membership meeting (to be held within one month of vacancy). The active membership will be given at least two weeks notification of the intent to hold the special election. 

H.    The Membership Committee will retain all ballots for the remaining school year.

I.        The Head of School shall appoint the Teacher Liaison and Administrative Liaison by June 1st. The Board of Trustees shall appoint the Board Liaison by June 1st.

 

The Executive Officers will meet once each month, from August through May. Meeting dates will be set by May 31st. Meetings of the active APA membership shall be held (at a minimum) once during each quarter of the school year. Meeting dates may be changed with the permission of the Executive Committee and Head of School. The majority of the newly elected Executive Officers will mutually agree upon the regular meeting date and time for the forthcoming school year. The President may call a special meeting should it be deemed necessary. The Teacher, Administration and Board of Trustees Liaisons shall attempt to attend meetings of the Executive Committee. 

 

By-Laws may be altered, amended, or repealed, and new By-Laws may be adopted only by a written vote of the active APA membership. Fifty (50%) percent of the active membership must vote and a two-thirds approval of those participating in the vote are required. Any vote to, amend, repeal, or adopt new By-Laws must also be approved by the Head of School and the Board of Trustees.

 

A copy of the By-Laws shall be maintained on school premises (preferably in the Development Office in a fire-proof safe). They shall be reviewed biannually by the sitting APA Vice-President.

 

VII. Budget

The Aiken Preparatory School Business Manager, in accordance with accepted accounting procedures, will manage all monies. All funds are subject to the annual Aiken Preparatory School audit (July). The Secretary/Treasurer shall receive all monies generated by the APA and present a statement of account at every meeting of the APA and when requested by an Executive Officer. 

 

 

All fund-raising activities initiated by the APA must be approved by the Executive Committee, coordinated through the Aiken Preparatory School Development Office, and approved by the Head of School and the Board of Trustees in May of the preceding school year. Impromptu fundraisers are discouraged but may be permitted at the request of the Head of School and the Board of Trustees.

 

The Executive Committee, the Aiken Preparatory School Development Office, Head of School, and the Board of Trustees must approve all events in May for the forthcoming school year. A calendar of events for the forthcoming school year shall be published in June. Member requests to sponsor events shall be made in writing to the APA President-Elect in April for the forthcoming school year.