Bylaws of SPOT- Special Parents of Teaneck

Article I Name, Purpose, Policies

Name. The name of this organization is SPOT – Special Parents of Teaneck ("SPOT" or "SPOTNJ" or “The Organization”).

Purpose. SPOT is a nonprofit corporation organized to support the families of children in Teaneck who receive special education services. The mission of SPOT is:

§ to ensure effective, appropriate learning environments for all of Teaneck’s special needs children;

• to enhance the family-school partnership in special education and to facilitate access to services;

§ to provide opportunities for families to support each other and share information; and

§ to educate, support and mentor parents as they advocate for their child’s special education needs.

Policies. Funds earned through SPOT activities shall be used exclusively for the charitable, scientific, literary or educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code (hereinafter "Internal Revenue Code").

§ SPOT shall be noncommercial, nonsectarian, and nonpartisan.

§ The name of the organization or the names of any members in their official capacities shall not be used to endorse or promote a commercial concern or in connection with any partisan interest or for any purpose not appropriately related to promotion of the Objects of the organization.

§ SPOT shall not, directly or indirectly, participate or intervene (in any way, including the publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office or devote more than an insubstantial part of its activities in attempting to influence legislation by propaganda or otherwise.

§ SPOT shall work with the schools to provide quality education for all children and youth and shall seek to participate in the decision-making process establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people to boards of education, state education authorities, and local education authorities.

§ No part of the net earnings of SPOT shall inure to the benefit of, or be distributable to its members, directors, officers, or other private individuals except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article I hereof.

§ Upon the dissolution of SPOT, after paying or adequately providing for the debts and obligations of SPOT, the remaining assets shall be distributed to one or more nonprofit funds, foundations, or organizations that have established their tax-exempt status under Section 501(c)(3) of the Internal Revenue Code.

Article II Members

Membership is open to all adult members of the Teaneck community with a child or children with special needs. There is no membership fee to join the organization.

Article III Board of Directors

Board of Directors. The business and property of SPOT shall be managed and controlled by a Board of Directors. The initial Directors are those persons named in the Articles of Incorporation. No Director shall have the right, title, or interest in or any property of SPOT. Members of the first Board of Directors shall serve until the first annual meeting, at which time the Board of Directors shall be dissolved and replaced by an Executive Board of officers duly elected by the members.

Article IV Executive Board

Executive Board. An Executive Board, consisting of President, Vice-President, Secretary, Treasurer, Advocacy/Outreach Chair, Membership Chair, Public Relations Chair, Recreational Programs Chair, Corresponding Secretary, Fundraising Chair and Webmaster shall oversee the organization's activities. SPOT has the flexibility to modify the structure of the Executive Board when necessary, with approval from the organization at a scheduled meeting. Only SPOT members shall be eligible to serve in any elective or appointive positions.

Qualifications. The duty of loyalty requires that a SPOT executive board member act with the best interests of the organization in mind. The Board members must be willing to contribute enough time to serve SPOT and further its work. The Executive Board must be willing to learn, grow, work well with others as part of a team, and have a respect and trust for the others on the board. They must be interested in fulfilling the mission of SPOT and support the education and well being of our children and our community.

Election. The term of office for Executive Board members shall be one year. Executive Board officers shall be nominated and elected into office during the May and June meetings by the members of SPOT and may serve successive terms. 
The vote shall be conducted by ballot. When there is but one candidate for an office, the ballot for that office may be dispensed with and election held by voice vote. A majority vote shall be required for election.

Vacancy. A vacancy occurring in an office may be filled by affirmative vote of the majority of the Executive Board at its next regular meeting or a special session announced by the President.

Resignation. Any Executive Board officer may resign at any time by giving written notice of such resignation to the Executive Board.

Removal. Board officers may be removed at any meeting of the Executive Board, with or without cause, by a vote of the majority of officers other than the officer with respect to whom such vote is taken.

Committees. Committees may be created by the Executive Board as may be deemed necessary to promote the objectives and policies and carry out the work of the Organization.

Quorum. The Executive Board may vote on matters requiring immediate action, with three members constituting a quorum. Participation in Executive Board discussions and votes may be achieved via phone, e-mail, or meetings scheduled by the President.

Expiration of Term. Upon the expiration of the term of office or when individuals cease to hold position that entitles them to be a member of the executive board, they shall automatically cease to be a member of the board and shall be relieved of all duties and responsibilities incident to such membership. All records, books and other materials pertaining to the position shall be turned over to the president and all funds pertaining to the position shall be returned to the treasurer within fourteen days.

Article V Officer Responsibilities

Officer Duties. The duties of the executive board shall be:

§ To fix the day, hour and place of the general meetings

§ To identify yearly goals and objectives in support of SPOT’s mission

• To transact necessary business in the intervals between general meetings and such other business as may be referred to it by the organization
• To create standing and special committees
• To approve the plans of work of the standing committees
• To present a report at the regular meetings of the association
• To prepare and submit to the organization for adoption a budget for the year
• To approve routine bills within the limits of the budget
• To authorize expenditures prior to the adoption of the budget by the general membership at the first meeting of the year.

President. The President shall:

§ Preside at all general meetings of SPOT and meetings of the SPOT Executive Board.

§ Prepare and distribute an agenda for all meetings

§ Schedule meetings of the Executive Board

§ Coordinate the work of the Executive Officers and Committee Chairpersons

§ Implement bylaws changes when necessary

§ Appoint officers where a vacancy has been created (with consultation with the Executive Board).

§ Attend Teaneck PTO Council meetings and report to the Executive Board

§ Be one of the officers authorized to sign the checks of the organization or do banking business

Vice-President. The Vice-President shall:

§ Perform all the duties of the President in his/her absence

§ Assist the President with coordination of officer and committee activities

• Assist Fundraising Chair with SPOT fundraisers
• Attend Executive Board Meetings
• Attend SPOT general meetings

Treasurer. The Treasurer shall:

§ Receive all monies of the organization

§ Keep accurate records of the receipts and expenditures

§ Plan the budget for the year with consultation with the Executive Board

• Make disbursements as authorized by the president, executive board, or SPOT membership in accordance with the budget

§ Present a written financial report of the organization at all monthly meetings

§ Be prepared for an audit of the books at any time

§ Ensure that all required IRS forms are filed in a timely manner

§ Present a written summary of the financial activity at the end of the fiscal year

Secretary. The Secretary shall:

§ Keep a record of all meetings of SPOT

§ File copies of the minutes

§ Handle correspondence as delegated

§ Keep copies of all written committee reports

• Attend Executive Board Meetings
• Attend SPOT general meetings

Recording Secretary. The Recording Secretary shall:

§ Keep a record of all meetings of SPOT in the absence of the secretary

• Conduct delegated correspondence and communication of this organization.
• Help to coordinate “thank you” letters from SPOT for speakers, volunteers, and organizations that assist SPOT with its mission
• Be in charge of birthday cards, holiday cards, and any other special occasion
• Perform such other duties as may be provided by these bylaws, prescribed by the parliamentary authority, or directed by the president, or executive board.
• Attend Executive Board Meetings
• Attend SPOT general meetings

Membership Chair. The membership chair shall:

• Keep a record of all members wishing to participate in the SPOT e-mail listserv
• Keep a record of all members in attendance at general meetings
• Coordinate efforts to increase participation of SPOT members
• Coordinate Back-to-School events, introducing SPOT to new members
• Respond to “membership” e-mail requests
• Keep the President and Vice-President informed regarding changes in member contact information
• Attend Executive Board Meetings
• Attend SPOT general meetings

Fund Raising Chairperson. The Fund Raising Chair shall:

• Coordinate all board approved SPOT fundraising events.
• Work with and keep the President and Vice President informed
• Work with the Treasurer and keep the Treasurer informed on any and all financing information
• Shall instruct the Vice President of his/her duties during that fund raising activities
• Attend Executive Board Meetings
• Attend SPOT general meetings

Advocacy/ Outreach Chair. The Advocacy/ Outreach Chair shall:

• Coordinate parent volunteers willing to mentor other parents and families in need of advocacy support
• Identify a list of parent resources for negotiating special education services
• Coordinate a speaker schedule covering special education related topics
• Attend Executive Board Meetings
• Attend SPOT general meetings

Public Relations Chair. The Public Relations Chair shall:

• Produce the quarterly newsletter. The newsletter is a tool to communicate SPOT business and news to parents, teachers, and interested parties.
• Coordinate with the Webmaster for event updates and announcements
• Oversee all flyers for upcoming SPOT meetings and events.
• Coordinate all SPOT information for school newsletters, and the local newspaper
• Assist the President and Vice President in any donation letters, and communication with the community
• Attend Executive Board Meetings
• Attend SPOT general meetings

Recreation Program Chair. The Recreation Program Chair shall:

• Chair a committee that will facilitate inclusive recreational opportunities for children with disabilities in Teaneck
• Act as a liaison between SPOT and the Teaneck Recreation Department and Community Education Departments
• Solicit support from businesses, private individuals, and grant issuing organizations for the purposes of expanding recreational opportunities for SPOT families
• Attend Executive Board Meetings
• Attend SPOT general meetings

Webmaster. The Webmaster shall:

• Coordinate regularly with the Public Relations Chair, President and Vice President to discuss web content
• Update the SPOTNJ.org website monthly
• Respond to questions for the Webmaster

• Attend Executive Board Meetings
• Attend SPOT general meetings

Article VI Meetings

General Meetings. General SPOT meetings shall be held monthly, September-June, with the day and time to be fixed by the Executive Board at its first meeting of the year. All general meetings are open to the community.

Executive Board Meetings. Executive Board meetings dates will be scheduled by the President and announced with a minimum of 24 hour notice. All board meetings are closed in the interest of time and efficiency. Exceptions may be granted by the President to invited guests representing official board business.

Special Meetings. The President with prior notice may call special meetings.

Agenda. Requests to present agenda items in either a general or board meeting must be made to any board member at least one day prior to the board meeting and include topic and length of time needed to make the presentation. Items considered greatly important or that warrant immediate attention may be added by the President, disregarding the one day advance notice.

Article VII Agents and Representatives

The Executive Board may appoint agents and representatives of SPOT with powers and to perform acts or duties on behalf of SPOT as the Executive Board may see fit, so far as may be consistent with these Bylaws, to the extent authorized by law.

Article VIII Funds

Signatures. Authorized signatures on SPOT checks shall include the President, the Vice-President, or the Treasurer. The signature on any check cannot be the payee.

Reimbursements. To be reimbursed from SPOT, a reimbursement form along with the receipt or invoice must be stapled to the reimbursement form and submitted to the Treasurer. The Treasurer will submit the invoice to the Executive Board to verify if the funds were approved. The President or the Vice President shall sign the form and the Treasurer will disperse the check.

Cash. At the end of an event where monies have been collected, a cash control slip will be filled out by two members of the Executive Board. The members of the Executive Board can not be next of kin. Both members should count the money, sign, and date the slip. One copy shall go to the President, one copy to the Vice-President, and one copy is kept with the deposit slip by the Treasurer.

Gifts. The Executive Board may accept on behalf of SPOT any contribution, gift or bequest for any purpose of the organization.

Records. All SPOT financial and other pertinent records must be turned over within 10 business days from election of new officers. The incoming and outgoing Presidents and Treasurers must make themselves available to sign and record the transfer of bank accounts. Financial records would include: bank account records, outstanding debt records, history of all transactions, receipts, and tax information. Other pertinent records include: date of contracted events, frequent contacts, willing volunteers information, sample forms/documents, SPOT inventory, etc.

Article IX Fiscal Year

The fiscal year of SPOT shall commence on July 1 of each year (other than its first year of existence) and end on June 30.

Article X By-laws Adoption

The By-laws shall be adopted by majority vote of the organization members present at any meeting. Prior notification of the by-laws as an agenda item shall be made to the membership.

Article XI Amendments

Except as otherwise provided by law, the Executive Board shall have power to make, alter, amend, and repeal the Bylaws of the SPOT by affirmative vote of a majority of the Board. No such action shall be effective unless and until such action is approved by a majority of the members present at a subsequently scheduled regular meeting of SPOT.

Article XII Exempt Activities/Expenditures

Notwithstanding any other provision of these Bylaws, no officer, employee, or representative of this organization shall take any action or carry on any activity by or on behalf of the organization not permitted to be taken or carried on by an organization exempt under Section 501(c)(3) of the Internal Revenue Service Code, or by an organization contributions to which are deductible under Section 170(c)(2) of the IRS Code.