Revised and Adopted January 9, 2017


    ARTICLE 1. Offices

    1.1   Principal Office The name of the corporation is the Mill Creek Elementary Home and School Association (“HSA”). The principal office of the HSA shall be located at 638 Bellflower Boulevard, Warrington, PA18976. The HSA shall have and continuously maintain within the Commonwealth of Pennsylvania a registered office, which shall be the same as its principal office.


    ARTICLE II. Objectives 

    2.1   General The purpose of the HSA is to receive and maintain a fund of money to use, apply, expend, disburse or donate exclusively for charitable and educational purposes including: 

    a. the enrichment of the education of the children of Mill Creek Elementary School;

    b. the promotion of cooperation between parents, children, teachers, and community; and

    c. the development of a channel of communication between home and school.


    2.2   Restrictions and Limitations The HSA shall adhere to the restrictions and limitations set forth in the Articles of Incorporation. These restrictions include:


    (a)   No part of the net earnings of the HSA shall inure to the benefit of any member or officer of the HSA, or any private shareholder or individual; no part of the activities of the HSA shall consist of carrying out propaganda, or otherwise attempting to influence legislation, or participating or intervening in any political campaign on behalf of any candidate for public office.

    (b)   The HSA shall not conduct or carry on any activities not permitted to be conducted or carried on by an organization which is exempt from federal taxation under Section 501 (c)(3) of the Internal Revenue Code of 1986 (“Code”), as amended, or by an organization contributions to which are deductible under Section 170(c)(2) of the Code.


    (c)    Upon the dissolution of the HSA or the winding up of its affairs, the assets of the HSA shall be distributed exclusively to charitable or educational organizations, which would then qualify for exempt status under Section 501(c)(3) of the Code.


    2.3   Membership Membership of the HSA shall constitute all parents or guardians of children enrolled in Mill Creek Elementary School and all administrators and faculty members.

    ARTICLE III. Executive Board 

    3.1   Powers and Authority The business and affairs of the HSA shall be managed under the direction of the Executive Board. The Executive Board shall exercise all of the powers and privileges and perform all duties and obligations of the HSA as set forth herein. 

    3.2   Number, Tenure and Qualifications The Executive Board shall be comprised of the Principal, the Assistant Principal or Dean of Students and six elected officers: two Co-Presidents, Recording Secretary, Corresponding Secretary, Treasurer, and Assistant Treasurer. 

    (a)   The officers shall be elected at the annual meeting in May. Officers shall assume the duties of their respective offices at the beginning of the next fiscal year. 

    (b)   The term of office of the co-president shall be two years, with one elected co-president position available during a given school year.  This allows for a staggered co-presidency that results in continuity of the duties for this particular office.  The term of office for all other elected positions shall be one year.  No officer may serve more than two (2) years, in the same office, unless no candidate has accepted nomination for that office at the start of the annual meeting. The term of the office, including the extension, shall be no longer than three (3) successive years in the same office.  A person can be re-elected to the board following at least a one-year leave from their previously held position.  

    (c)    In the event of a vacancy, the vacancy shall be filled by appointment by the Co-President(s) with the approval of the Executive Board. 

    3.3   Meetings  Meetings of the Executive Board shall be held at such times and places as may be fixed by the Executive Board as may be necessary to conduct urgent business of the HSA between meetings of the HSA.

    3.4   Quorum A majority of the Executive Board then in office shall constitute a quorum for the transaction of business at any meeting of the Executive Board. Officers shall be deemed present at a meeting if by means of telephone or similar communications all persons participating in the meeting can hear each other.

    3.5   Compensation and Indemnification The Executive Board of the HSA shall serve without compensation. The HSA may, without expense to the Officers of the Executive Board, indemnify and hold harmless to the fullest extent permitted under the Pennsylvania Nonprofit Corporation Law of 1988, the Directors Liability Act, or any other applicable law, any person who is a party to or is threatened to be made a party to any proceeding arising for the fact or by their capacity as an Officer of the HSA for proceedings arising from the fulfillment of their responsibilities of office and within the scope of the HSA’s exempt purposes. 

    3.6   Removal and Resignation Any individual officer may be removed from office for failure to properly fulfill the responsibilities of office by the unanimous vote of the remaining Officers. An individual officer may resign at any time by giving written notice to another officer. If a vacancy occurs during the year, the vacancy shall be filled by appointment of the Co-President (s) with a 2/3 majority approval of the Executive Board. 

    3.7  Election of Officers

    (a)   Each year, a Nominating Committee shall be assembled, consisting of three persons: a Board member, a non-Board member, and a teacher. The Executive Board shall approve all members of the Nominating Committee.   

          (b)   The Nominating Committee shall be appointed on or about March 15 of each year. 

    (c)   The Nominating Committee shall solicit interest and collect nominations from the entire membership.

    (d)   The Nominating Committee shall confirm that the nominee is a member of the HSA 

    (e)  The Nominating Committee shall obtain permission from any member under consideration before placing that person’s name on the ballot. 

     (f)   The Nominating Committee shall present its slate of nominations to the Executive Board on or about April 15th. 

    (g)   The slate of nominations presented by the Nominating Committee shall be made known to the general membership at least 14 days prior to the May general meeting. 

    (h)   The Nominating Committee shall conduct the election at the annual meeting in May. 

    (i)    At the election meeting, other nominations may be made from the floor provided that the person nominated consents. 

    (j)    Election for offices with more than one candidate shall be by written ballot. If there is but one candidate for an office, it shall be in order to move that the Recording Secretary cast the elective ballot of the HSA for that candidate. 

    (k)   Absentee ballots shall be allowed for submittal on the day of the election.  All absentee ballots shall be given to the Recording Secretary prior to the start of the election.  The absentee ballots shall be signed by the individual who casts the vote.  This process insures voting rights to those individuals unable to make the election meeting. 

    3.8 Duties of Officers


    3.8.1  Duties of the Co-Presidents

    (a)   One or both shall have the responsibility and authority, with the right of delegation, for overseeing the operation of the HSA. 

    (b)   Be the official liaison and spokesperson between the HSA and any other body, and shall have the right to delegate this authority when warranted. 

    (c)   Preside at all meetings of the HSA and of the Executive Board and the CBSD Parent Organization Presidents Meeting. 

    (d)   Be a member of all committees. 

    (e)   Perform such other duties as may be delegated to that office. 

     3.8.2 Duties of the Recording Secretary

    (a)   The Recording Secretary shall record the minutes of HSA meetings, and make them available to members of the HSA. All records of the HSA shall be available to members upon request. 

    (b)   Prepare agendas for Executive Board and Home and School Meetings. 

    (c)    Prepare revisions of By-Laws as needed.  By-Laws are to be reviewed every 3 years. 

    (d)   Perform such other duties as may be delegated to that office. 

    3.8.3 Duties of the Corresponding Secretary

    (a)     The Corresponding Secretary shall handle correspondence deemed necessary by the Executive Board. 

    (b)     The Corresponding Secretary shall prepare and publish the Home and School Newsletter – The Mill Creek Connection. 

    (c)     The Corresponding Secretary shall recognize significant family events in the lives of the Mill Creek Community. 

           (d)  Perform such other duties as may be delegated to that office. 

     3.8.4 Duties of the Treasurer

    (a)   The Treasurer shall meet the following guidelines by having knowledge of bookkeeping, budgets, and appropriate computer software (preferably accounting software) and all state and federal filings. 

    (b)   The Treasurer shall pay out funds as authorized by the Executive Board as stated in the approved budget. All expenditures require approval of three (3) elected officers before such expenses may be incurred.

    (c)   The Treasurer shall prepare a monthly reconciliation of all HSA bank accounts for review and approval by designated Executive Board members. 

    (d)  The treasurer shall prepare a proposed budget for the next fiscal year to be presented at the last HSA meeting of the school year. 

    (e)   The Treasurer shall maintain financial records of the receipts and expenditures in such a manner that it may be audited at the end of each fiscal year. 

    (f)    A statement of accounts, including the balance of any and all bank accounts, shall be presented at each meeting of the HSA and at other times, as requested.

    (g)   The Treasurer shall prepare an annual report as of June 30. 

    (h)  It shall be the responsibility of the Treasurer to insure that the signatures of the Co-Presidents and Treasurer are included on the bank records. 

    (i)    The Treasurer shall oversee the selection of an outside party to prepare the HSA annual tax return. 

    (j)    Perform such other duties as may be delegated to that office.

      3.8.5  Duties of the Assistant Treasurer

    (a)     The Assistant Treasurer shall be responsible for making deposits of all funds into the appropriate financial institution as directed by the Executive Board. 

    (b)     Perform such other duties as may be delegated to that office. 

    ARTICLE IV. Committees 

    4.1  Chairpersons Chairpersons shall be responsible for forwarding all funds received to the Assistant        Treasurer and to inform the co-president with information or special announcements. Chairpersons are responsible for submitting articles to the Corresponding Secretary, to be placed within the monthly newsletter. 

    4.2    Meetings Committee meetings shall be held at such times and places as may be fixed by the chairperson and as may be necessary to fulfill the committee’s responsibilities. 

    4.3  Collection of Money Any monies collected by a committee member for any reason must be deposited in   their entirety. Reimbursements shall be made from that total by check. Any time cash collected exceeds $250, those monies should be given as soon as possible to the assistant treasurer or treasurer for deposit.  All committees shall maintain a record of who has given them money. 

    ARTICLE V. General 

    5.1  Meetings The HSA will meet when necessary or in response to a need in the Mill Creek community.  All meetings will be held at Mill Creek Elementary School unless otherwise notified and are open to all members. 

    5.2  Quorum The attendance of four members of the Executive Board plus five other members of the HSA will constitute a quorum. 

    5.3  Conduct Meetings will be conducted a minimum of three times a year.  All motions must be made, seconded, and voted upon by the members during these meetings. The voting will be decided by simple majority. 

    5.4  Expenditures 

    5.4.1 Requests for Expenditures All requests for expenditures for $500 or more must be submitted in writing showing three (3) comparative quotations to a member of the Executive Board. It is the duty of the committee chairpersons to follow all established financial procedures as outlined on the Mill Creek website. 

    5.4.2 Sponsorship The HSA shall sponsor activities at its discretion. The Executive Board will review such expenditures on an annual basis prior to renewing any sponsorship. 

    5.5  Correspondence  In accordance with Central Bucks School District policy, all official correspondence shall be approved by a committee chairperson, a home and school president and a building administrator (principal or assistant principal).


    ARTICLE VI. Fiscal Year 

    6.1  Fiscal Year The fiscal year of the HSA shall be the year beginning July 1 and ending June 30 of each such year. The books and records of the HSA shall be maintained on the accrual basis.


    ARTICLE VII. Amendments 

    7.1  By-Laws These by-laws shall be reviewed at least every three (3) years and any necessary revisions made according to Section 7.1(a). 

    (a)   These by-laws may be amended by submitting a draft copy of the proposed amendment at any regular meeting of the HSA. A motion is made and must pass by a two-thirds majority vote by the HSA for the amendment to be considered for incorporation into the by-laws. If passed, notification of the amendment must be published prior to the next regularly scheduled meeting. The amendment will be in effect after the adjournment of the voting meeting. 

    (b)   A two-thirds majority vote by the HSA members in attendance at the HSA meeting is necessary to amend the by-laws.



    Adopted this ______________________day of_____________________, 20__


    By the Mill Creek Elementary Home and School Association. 



    (Mill Creek Elementary Home and School Association Co-President - Signature)



    (Mill Creek Elementary Home and School Association Co-President - Signature)