By-Laws (revised and approved May 2023)
Article I: Name
The name of this Association is “Aikane o Nu’uanu” (“Association”). It is the organization of parents, teachers, staff, and principal of Nu’uanu Elementary School.
Article II: Articles of Organization
The Association exists as a domestic nonprofit corporation. Its articles consist of the Articles of Incorporation and By-Laws.
Article III: Purpose
The Association is organized for the purpose of supporting the education of children at Nu’uanu Elementary School by fostering relationships among the school, parents, students, teachers, and the surrounding community.
Article IV: Objects
The Objects of this Association are promoted through an educational program directed toward parents, teachers, staff, and the general public; are developed through committees, projects, and programs; and are governed and qualified by the Basic Policies as set forth in Article V. The Objects of the Association are:
Article V: Basic Policies
The following are basic policies of this Association:
Article VI: Membership and Dues
Section 1. Membership
Membership shall be made available to any parent, guardian, teacher, or individual who subscribes to the Objects and Basic Policies of this Association, subject only to compliance with the provisions of the by-laws provided herein. Membership in this Association shall be available without regard to race, color, creed, or national origin.
Section 2. Enrollment
The Association shall conduct an annual enrollment of members and collection of membership dues, but persons may be admitted to membership at any time during the academic year.
Section 3. Dues
The annual dues to the Association will be decided by the Executive Board each year. If dues are charged, a member must have paid his or her dues at least fourteen (14) calendar days before a meeting to be considered a member in good standing with voting rights.
Article VII: Officers and their Election
Section 3. Vacancy
1. If there is a vacancy in the office of President, the Vice-President shall serve as President.
Section 4. Removal from Office
Any Executive Board officer may be removed from office by a recommendation of the Executive Board or a motion from a member where previous notice has been given. In either case, removal is effective upon a two-thirds vote of the Board present, when quorum is present. Grounds for removal consist of the following:
● Missing three Executive Board and/or Board meetings during an academic year, provided that the officer had insufficient cause to miss the meetings;
An officer subject to a motion or recommendation of removal shall be given the opportunity to submit, in writing, an explanation for his or her conduct, for consideration by the Executive Board and the membership prior to its vote. The Executive Board, or the membership by simple majority, may also, if it deems it necessary, establish a review committee to gather relevant information and present its findings to the membership prior to a vote on removal.
Article VIII: Duties of the Executive Board
The Executive Board consists of a President, Vice-President, Treasurer, Secretary, Fundraising, Communications and Events.
Section 1. President
The President shall preside at all meetings of the Association and of the Executive Board at which he or she may be present; shall perform such other duties as may be prescribed in these by-laws or assigned to him or her by the Association or by the Executive Board; serve as an ex-officio member of all committees except the Nominating Committee; shall coordinate the work of the officers and committees of the Association in order that the Objects may be promoted; shall serve as an unbiased party and not vote on any matters except in the case of a tie where the President shall cast the deciding vote.
Section 2. Vice-President
The Vice-President shall act as aides to the President and shall, in their designated order, perform the duties of the President in the absence or disability of that officer to act.
Section 3. Treasurer
The Treasurer shall maintain an accurate account of the Association’s funds, and review and present a Financial Report of the Association at every meeting of the Board.
Section 4. Secretary
The Recording Secretary shall record the minutes of all meetings of the Association and of the Executive Board, prepare meeting notices, and shall perform such other duties as may be delegated to him or her.
Section 5. Fundraising
Fundraising shall manage all fundraising activities of the Association and perform such other duties as may be delegated to him or her.
Section 6. Communications
Communications shall handle the marketing, communications, and correspondence of the association, and perform such other duties as may be delegated to him or her.
Section 7. Events
Events shall manage all events and general membership meetings of the Association and perform such other duties as may be delegated to him or her.
Section 8. Family Fun Night
Family Fun Night shall manage the Association’s largest annual fundraising and family-friendly event, Family Fun Night, and perform such other duties as may be delegated to him or her.
Section 9. Duties
The duties of the Executive Board shall be to:
The Executive Board is charged with the management and controls allowed in the by-laws provided herein and of the professional and business affairs of this Association, including the hiring and supervision of the staff under the Association.
Section 10. Compensation
The officers of the Association shall not receive any stated salary for their services.
Article IX: Board of Directors
Section 1. Members
The Board of Directors shall consist of the Executive Board, chairpersons of the standing committees, principal of Nu’uanu Elementary School , PCNC representative, and teacher representatives. The members of the Board of Directors shall serve until the election and qualification of their successors.
Section 2. Meetings
Regular meetings shall be fixed by the Executive Board at or before the first meeting of the year. Half of the members of the Board plus one shall constitute a quorum. Special meetings of the Board may be called by the President or by a majority of the members of the Board. Notices of Board meetings will be sent primarily via email or posted on the website of the Association; no less than seven (7) calendar days-notice shall be given of each Board meeting.
Section 3. Voting.
All members of the Executive Board, chairpersons of standing committees, and one teacher representative shall have voting rights at meetings of the Board. The teacher representative(s) shall appoint the member with voting rights at the board meeting.
The principal and PCNC representative may be invited to the meeting as non-voting advisors and guests.
If there is a potential conflict of interest, the party with the conflict of interest must recuse themselves from voting.
The President shall serve as an unbiased party and not vote on any matters except in the case of a tie where the President shall cast the deciding vote.
Section 4. Duties
All Board members shall:
Section 5. Removal and vacancies.
Refer to Article VI, Section IV.
Article X: Standing and Special Committees
Section 1. Standing Committee
The Executive Board may create such standing committees as it may deem necessary to promote the objects and carry on the work of the Association. The terms of each chairperson shall be one academic year.
Section 2. Consent
No committee work shall be undertaken without prior consent of the Board.
Section 3. Duties
The chairperson of each standing committee shall:
Article XI: Association Meetings
Section 1. Membership meetings
The membership meetings of the Association shall be held at least twice during the academic year. The date and time of such meetings shall be determined by the Board. Notices of meetings will be sent primarily via email or posted on the website; No less than seven (7) days- notice shall be given of each membership meeting.
Section 2. Special meetings
Special meetings may be called by the President or Executive Board with three (3) days-notice having been given.
Section 3. Annual membership meeting
The annual membership meeting shall be in the first quarter of the academic year.
Section 4. Quorum
Fifteen (15) members shall constitute a quorum for the transaction of business in any membership meeting of this Association.
Article XII: Finances
Section 1. Fiscal Year
The fiscal year of the association shall begin on August 1 and end on the following July 31.
Section 2: Banking
All funds shall be kept in a checking account in the name of Aikāne o Nu’uanu, requiring two signatures of the Executive Board and held at a local financial institution.
Section 3. Ending Balance
The Association shall retain a minimum of $10,000 in the savings account and $5,000 in the checking account at all times.
Section 4. Contracts
Authority to sign contracts is limited to the President or the President’s designee.
Section 5. Reports
A written Treasurer’s report shall be given at every Board meeting. This report must include a statement of all transactions on behalf of the Association, including income, refunds, reimbursements, and other expenditures, and opening and closing balances for the applicable reporting period.
Section 6. Auditing
The Treasurer's accounts shall be examined annually by an auditor or an auditing committee who, satisfied that the Treasurer's report is correct, shall sign a statement of that fact at the end of the report.
Section 7. Business Manager
The Executive Board may employ a business manager who shall have custody of all the funds of the Association; shall keep a full and accurate account of the financial transactions of the Association; and shall make disbursements in accordance with the approved budget as authorized by the Board.
Section 8. Dissolution
In the event that the Association is dissolved, all remaining funds shall be turned over to the Nu’uanu Elementary School administration for use at the principal’s discretion. All checking and savings accounts and all treasury documents shall be retained by the Nu’uanu Elementary school administration until such time as a reinstatement of an active PTO organization.
Article XIII: Parliamentary Authority
Robert's Rules of Order Revised shall govern the Association in all cases in which they are applicable.
Article XIV: Emergency Situations
Article XV: Amendments
These by-laws may be amended or repealed, or new by-laws may be made and adopted, by a majority vote of the members present at any annual meeting or special meeting, if such meeting specifies such action as a purpose thereof.