Article I - Name
The name of the organization shall be the Hawai’i Preparatory Academy ‘Ohana Association, hereinafter referred to as the “Association”.
Article II - Purpose
The purpose of the Association is to provide a volunteer organization that reinforces the stated mission and core values of the school (HPA) on behalf of its parent members as follows:
“The mission of Hawai’i Preparatory Academy is to provide exceptional learning opportunities in a diverse community honoring the traditions of Hawai’i;
By sponsoring events and participating in events that promote a sense of community among the parents, faculty and staff of HPA;
By supporting open communications between the parent body and the school’s administration and faculty;
By raising funds, in cooperation with the Development Office, to financially support Association sponsored events and to provide financial support to the school.
Article III - Members
Section 1. Any parent or guardian of a student at HPA and who has paid their Association dues may be a member and shall having voting rights. Any faculty, administration, or staff employed at the school and who has paid Association dues may be a member and have voting rights.
Section 2. Dues are assessed at $40 per family. Dues amount may be adjusted with equal consent by the school and executive board of the Association. A member must have paid his or her dues at least 14 calendar days before the meeting to be considered a member in good standing with voting rights.
Article IV - Officers, Board of Directors and Elections
Section 1. Officers. The officers shall be a President, three Vice-Presidents, Secretary and Treasurer.
President. The President shall preside over meetings of the Association and executive board, serve as the primary contact for the Head of School, serve as liaison to the Board of Trustees, represent the Association at meetings outside the Association, serve as an ex officio member of all committees except the nominating committee, and coordinate the work of all of the officers and committees so that the purpose of the Association is served.
Vice Presidents. There shall be one vice president for each of the Upper School, the Middle School, the Lower School. The Vice Presidents shall oversee and assist in all subcommittees and activities in their respective “schools” and report back to the full board at monthly meetings. The Upper School Vice President shall assist the president and carry out the president’s duties in his or her absence or inability to serve.
Secretary. The secretary shall keep all records of the Association, take and record minutes, prepare the agenda, handle correspondence and send notices of the meetings to the membership. The secretary also keeps a copy of the minutes book, bylaws, rules, membership list, and any other necessary supplies, and brings them to meetings.
Treasurer. The treasurer shall receive all funds of the Association, keep an accurate record of receipts and expenditures, and coordinate the paying out of funds in accordance with the approval of the executive board. He or she will present a financial statement at every meeting and at other times of the year when requested by the executive board, and make a full report at the end of the year.
Section 2. Board of Directors. The Board of Directors shall consist of the officers and other individuals who have been voted onto the Board. There shall be at least 3 Board Members from each of the High, Middle and Lower schools. There shall be no more than 17 Board of Directors and no less than 10.
Duties. The duties of the Board of Directors shall be to create standing rules and policies, create standing and temporary committees and lead the implementation of activities associated with those committees, approve routine bills, and prepare recommendations to the membership.
Quorum. Half the number of board members plus one constitutes a quorum.
Section 3. Nominations and Elections. Elections will be held at the annual meeting of the Association in April each year. The Director of nominations shall put forward a candidate for each office and each board of director position and present the proposed slate at a Board meeting held one month prior to the election. At the annual Association meeting in April, nominations may also be made from the floor. Voting at the annual meeting shall be by voice vote. If there is more than one nomination per office, a ballot vote shall be taken on those positions only.
Section 4. Eligibility. Members are eligible to be on the board or an officer if they are members in good standing at least 14 calendar days before the nominating committee presents its slate.
Section 5. Terms of Office. Officers are elected for one year and may serve no more than two (2) consecutive terms in the same office. The Upper School Vice President shall move into the position of President after serving one year. The President shall stay on the Association Board for one additional year after their term is over. If for some reason the Upper School Vice President cannot serve as president, the Middle School or Lower School Vice President will be offered the position of President. Board of Directors are elected for a two year term and can serve no more than two (2) consecutive terms.
Section 6. Vacancies. If there is a vacancy in the office of the President, the Upper School Vice President will become President. At the next regularly scheduled meeting, a new Vice President will be elected. If there is a vacancy in any other office, members will fill the vacancy through an election at the next regular meeting.
Section 7. Removal From Office. Officers can be removed from office with or without cause by a two-thirds vote of those present (assuming a quorum) at a regular meeting where previous notice has been given.
Article V - Meetings
Section 1. Regular Meetings of the Board of Directors. The meetings of the Board of Directors shall be held once a month with the time and location to be at the discretion of the Board. Location will be sent out by the secretary prior to each meeting. These meetings will be closed to Board of Directors only and Board approved invited guests.
Section 2. Meetings of the ‘Ohana Association. There will be three meetings per year when the full ‘Ohana Association will be encouraged to attend; one in the Fall, one in the Winter, and the annual meeting in April. Members of the Association will be notified at least three weeks prior to the meeting. The quorum shall be 15 members of the Association.
Section 3. Special Meetings. Special meetings may be called by the President, any two members of the Board of Directors, or five general members submitting a written request to the Secretary. Previous notice of the special meeting shall be sent to the members at least 10 days prior to the meeting by a notice in the HPA webpage and other means deemed appropriate by the Communication Director.
Article VI - Committees
Section 1. Membership. Committees may consist of members and board members, with the president acting as an ex officio member of all committees.
Section 2. Standing Committees. The following committees shall be held by the Association: Welcoming, Communication, Teacher Appreciation, Membership and Nominating, HPA Community Outreach, Fundraising, Village Campus Activities, Student/Parent Education, Boarding Students, and After School Activities. Each committee shall have a Director assigned from the Board of Directors to facilitate the activities associated with that committee.
Section 3. Additional Committees. The board may appoint additional committees as needed.
Article VII - Finances
Section 1. A tentative budget shall be drafted in the fall for each school year and approved by a majority vote of the members present.
Section 2. The treasurer shall keep accurate records of any disbursements, income, and bank account information.
Section 3. The board of directors shall approve all expenses of the organization.
Section 4. Two authorized signatures shall be required on each check requisition over the amount of $500. Authorized signers shall be the President, Treasurer and Secretary.
Section 5. Monies received shall be held in an HPA ‘Ohana Association account under the School’s General Ledger. These funds are the responsibility of the Association and may be used at the discretion of the Board of Directors. An accurate account of all income and disbursements shall be maintained with the understanding that the financial records are subject to review as part of the annual audit of the School’s financial records. An annual report of income and expenses shall be given to the Board of Trustees of the School.
Article VIII - Parliamentary Authority
Robert’s Rules of Order shall govern meetings when they are not in conflict with the organization’s bylaws.
Article IX - Standing Rules
Standing rules may be approved by the Board of Directors, and the Secretary shall keep a record of the standing rules for future reference.
Article X - Amendments
These bylaws may be amended at any regular or special meeting, providing that previous notice was given in writing at the prior board of directors meeting and then sent to all members of the board of directors by the Secretary. Amendments will be approved by a two-thirds vote of those present, assuming a quorum.
‘OHANA ASSOCIATION SUPPORTED EVENTS
ALL SCHOOL ASSOCIATION SUPPORTED EVENTS
- Ohana General Meetings
- Waimea Christmas Parade - Float and Hospitality Tent
- Alu Mai
ASSOCIATION SUPPORTED EVENTS HONORING FACULTY/STAFF
- Welcome - New Faculty
- Welcome - All Teachers
- Teacher Appreciation - November and April
UPPER SCHOOL ASSOCIATION SUPPORTED EVENTS
- Survival Lei for New Boarding Students
- Registration Breakfast
- E Komo Mai
- Upper School Dances
- Grad Night
VILLAGE CAMPUS SCHOOL ASSOCIATION SUPPORTED EVENTS
- E Komo Mai
- Middle School Orientation Breakfast
- Lower School - First Day of School Breakfast
- Trunk or Treat
- Room Parent Funding - K through 8
- Christmas Lighting
- Art Show and Capstone Showcase
Approved and Ratified on 4/16/17