Williston Families as Partners, Inc. (WFAP) exists to provide a forum for parents, teachers, administrators, and community members to contribute to discussions and decisions about school programs in the Williston Schools. We are committed to promoting children’s health, well-being, and educational success through strong and active parent, family, and community involvement. We are also a non-profit charitable fundraising organization in Williston, Vermont, that benefits the Williston School District, an exempt organization.

 

Every individual who is part of the educational process - parents, teachers, guardians, administrators, community members - is automatically part of the FAP. The Families As Partners Advisory Council (FAPAC) is the governing body for the FAP. It is comprised of the FAP Chair; Vice Chair; Treasurer; Fundraising Coordinator; Secretary; Communication Coordinator; Orientation Coordinator; FAP Representatives from each House; a School Board member; Teacher Representatives from grade levels K-2, 3-4, 5-8, and Related Arts; School Administration; and Student Services. The FAPAC meets monthly to share updates and address topics pertaining to Williston Schools.

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Positions and Responsibilities

Chair: elected by the Council at the last meeting of the term, the Chair sets the agenda for and presides over monthly FAPAC meetings, and serves as liaison between the Council and the School. This is a one-year commitment and can be served for three consecutive terms.

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Vice Chair: a volunteer position, the Vice Chair is responsible for serving as Chair in the absence of the elected Chair and will assist the Chair in the everyday activities of the Council. This is a one-year commitment and can be served multiple consecutive terms. The Vice Chair will generally move into the Chair position at the end of the Chair’s term.

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Treasurer: elected by the Council at the last meeting of the term, the Treasurer is responsible for WFAP funds and shall be responsible for keeping full and accurate financial records showing all receipts and disbursements. The treasurer is responsible for preparing and filing tax documents each year. The Treasurer will pay out funds in accordance with the approval of the Advisory Council. The Treasurer is also responsible for coordinating the WFAP Grant process and is the Chair of the WFAP Grant Committee. This is a two-year commitment and can be served for two consecutive terms.

 

Fundraising Coordinator: a volunteer position, the Fundraising Coordinator is responsible for overseeing the schedule and efforts of all fundraising in the Williston Schools. The Fundraising Coordinator will work closely with the Treasurer in managing funds collected through fundraising and is the Chair of the Fundraising Committee. This is a one-year commitment and can be served for multiple consecutive terms.

 

Secretary: elected by the Council at the last meeting of the term, the Secretary is responsible for taking Minutes at FAPAC meetings and making them available for publication. This is a one-year commitment and can be served for multiple consecutive terms.

 

Communication Coordinator: a volunteer position, the Communication Coordinator is responsible for distributing information via such instruments as the FAP website, The School Bell, and e-mail. The Communication Coordinator should also be responsible for keeping such documents necessary for the running of the Council. The Communication Coordinator is responsible for serving as Secretary in the absence of the Secretary at a monthly meeting. This is a one year commitment and can be served for multiple consecutive terms.

 

Orientation Coordinator: a volunteer position, the Orientation Coordinator is responsible for welcoming and coaching new WFAP Representatives. This person will also be responsible for recruiting FAP Representatives from the Houses, typically beginning at the end of the school year. This is a one year commitment and can be served for multiple consecutive terms.

 

WFAP Representative: a volunteer position, the WFAP Representative is responsible for communicating information between the WFAP Advisory Council and their House. The WFAP Representative will attend the monthly meetings of the FAPAC, and organize House meetings. The WFAP Representative works closely with their House Teachers to plan these meetings, facilitate discussion, as well as coordinate other House events. This is a one-year commitment and can be served for multiple consecutive terms.

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FAPAC meetings are open to all – you do not need to be a Representative to attend.

 

Guiding Principles and Processes

• The organization shall be noncommercial, nonsectarian, and nonpartisan.

• The organization shall not – directly or indirectly – participate or intervene (in any way, including the publishing or distribution 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 to attempting to influence legislation by propaganda or otherwise.

• The organization shall work with Williston schools to support the improvement of education in ways that will not interfere with administration of the schools.

• All funds earned through fundraising, donations or grant writing shall be used to enrich, support or promote the academic, social and/or emotional well-being of Williston students.

• The organization shall meet monthly during the school year. A schedule for the following year will be established at the end of the current school year and communicated to all members of the Advisory Council. Attendance is strongly encouraged. Robert’s Rules of Order shall govern meetings of the FAPAC.

• Quorum is achieved with a majority of each of two groups represented; the School and the Parents. A majority is one more than half of the representatives from each group. (That means that if there are seven School representatives and fourteen Parent representatives, then a quorum would be achieved with four and eight respectively.)

• Amendments may be made to the Bylaws at any time. Any changes will be voted on by the members of the Council at a regularly scheduled meeting.

• Notwithstanding any other provision of these articles, Williston Families as Partners shall not, except to an insubstantial degree, engage in any activities or exercise any powers that are not in furtherance of the organization's purposes. 

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WFAP Representatives - Parents

• WFAP Representatives are volunteers from within each House. They may nominate themselves, or be invited by other FAPAC members, or by teachers.

• If more than one person expresses an interest in being an “WFAP Rep”, they may work together as co-representatives or an election can be run to select one Representative.

• Where there is a co-representative team, only one representative may cast a vote for the House.

 

WFAP Representatives - School

• In addition to WFAP Representatives from each House, the schools will also have Representatives on the FAPAC.

• A School Board member

• Teacher representatives from grade levels K-2, 3-4, 5-8, and Related Arts (4 representatives)

• School Administration

• Student Services

• Serving in multiple positions, on an ongoing basis, is strongly discouraged. “Filling in” for someone in their absence is no problem. The objective is to include different perspectives on the Advisory Council; if one person represents multiple positions then these perspectives are lost.

 

Voting

• A quorum is required for all voting, except to adjourn.

• The FAPAC votes to elect or affirm the positions of Chair, Treasurer, and Secretary.

• The FAPAC votes to set the budget, and to award grants. The FAPAC also votes when any expense, not specifically listed in the Budget, is over $100.00.

 

Committees

• Committees may be formed, at the discretion of the Advisory Council or its Chair, for a defined purpose. These committees can be formed or dissolved as needed to conduct Council business and advance specific projects.

• Committees will be expected to report regularly to the Advisory Council on their efforts and the progress of their work.

• Examples of Committees: fundraising committees, Garden Project Committee, Grant Committee

 

Fundraisers

• WFAP raises funds through a community capital campaign and community fundraising events. 

• Money raised in WFAP fundraisers is controlled by the FAPAC and is used to fund the WFAP budget, house allocations, and teaching grants.

• At the last meeting of the school year the FAPAC identifies key fundraisers for the next school year and assigns individuals to be responsible for those events.

• Other fundraisers may be executed at the “House level” (5th-8th grade only). Money raised in a house fundraiser is controlled by the House teachers.

 

Grants

• Grants are intended to supplement materials and resources, not included in the regular school budget, that contribute to the instruction of students.

• Grants should provide opportunities for teachers to initiate new or creative instructional strategies/activities.

• Grants will be strengthened by the number of students impacted and the link to curriculum and instruction.

• Almost any individual or group affiliated with Williston Schools and involved in the educational process for Williston students may apply for a grant.

• If more than one application is submitted by a team, the team will be asked to prioritize them.

 

   Grants are NOT intended for:

• Field trips

• School supplies (like glue, pencils, paper)

• Reimbursement of monies already spent

• Maintenance and upkeep

 

  General Timeline – This timeline can easily be customized with specific dates for the current year.

• A WFAP Representative should present the grant process to teachers; during in-service days preceding the start of school, for example.

• Determine application deadline (should be roughly third week of September)

• Applications distributed – first week of school/last week of August (once applications are available online, then we can just communicate the deadline)

• Determine $ amount available for grants based on WFAP budget (first week of September)

• Selection of Grant Committee at September WFAP meeting

• E-mail teachers to remind them of deadline (mid-September)

• Receive applications (third week of September)

• Copy of applications to IT (third week of September)

• Prepare spreadsheet (third week of September)

• Provide copies/scanned grant requests and spreadsheet to Grant Committee (third week of September)

• Grant Committee first meeting (fourth week of September); review all applications, obtain additional information as needed

• Grant Committee second meeting (first week of October); finalize grant proposals

• FAPAC meeting – present proposals for approval

• Communicate grants to teachers (second week of October)

 

  Grant Committee Structure – The Grant Committee should consist of the following individuals:

1. FAPAC Treasurer

2. School IT Representative

3. School Representative

4. Parent/FAPAC member

5. Parent/FAPAC member
    

  Successful Grants ARE:

• Filled out completely with the appropriate amount of detail to give the Committee necessary information to make a decision (i.e., make and model information, unit price, etc.)

• A staff technology expert should be consulted before the Application is submitted if "technology" (i.e., Smart Boards, Mimeos, document cameras, etc.) is included on the Application. This is to ensure that all items requested will meet criteria for compatibility, ability to service, etc.

• Grant funds must be spent prior to March 1 of the school year in which the Application was submitted. Funds not spent will revert back to WFAP unless otherwise specified and accepted in the application.

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House Allocations

• House Allocations will be deposited into house accounts at the beginning of the school year.

• House Allocations should be used for day field trips, team building, and other educational supplements.

• Allocations are distributed on a dollar-per-student basis.

• The number of students per house shall be determined based on the enrollment on the first day of the school year.

 

Finances

• Budget; A tentative budget shall be drafted and pre-approved by the Advisory Council prior to the first meeting of the school year. The budget will be presented to the members for vote at the first meeting of each the school year and approved by a majority vote of the members present.

• Cash Flow Recording; The treasurer shall keep accurate records of any disbursements and income.

• Expense Approval; The Board shall approve all expenses of the organization that exceed $100.00 when not specifically listed in the Budget.

• Remaining Funds at Time of Dissolution; Upon such time as the FAPAC dissolves the organization, any remaining funds should be used, with the membership’s approval, for the benefit of the school.

• No part of the net earnings of Williston Families as Partners shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the organization's purposes.

• The fiscal year of the Williston Families as Partners, Inc. shall begin on July 1 and end on the following June 30. Approved expenditures must be distributed by the end of July.

• Williston Families as Partners, Inc. shall not issue any capital stock.

• Tax documents prepared by the Treasurer shall be presented to the FAPAC at a regularly scheduled meeting falling before November 15th annually. Advisory Council members shall have the opportunity to review and ask questions regarding the annual filing (Form 990EZ and related schedules, or the equivalent applicable form designated by the IRS) prior to the filing deadline of November 15th. All FAPAC members are responsible for ensuring that the annual filing requirement for tax exempt organizations is met and therefore, that 501(c)(3) status is not interrupted.

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Dissolution

• Assets held by the Williston Families as Partners, Inc. upon the condition requiring return, transfer or conveyance, which condition occurs by reason of the dissolution, shall be returned, transferred or conveyed in accordance with such requirements, if said conditions are exercised by an exempt organization or organizations, under Section 501(c)(3) of the Internal Revenue Code of 1954 (or corresponding divisions of any future United States Internal Revenue law).

• Upon the dissolution of the organization, any remaining assets shall be distributed to the Williston School District. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.

 

 

Offices

• The Williston Families as Partners, Inc. shall utilize offices and receive mail at the address of the Williston School District in Williston, Vermont.

 

 

 

By a vote of the Families as Partners Advisory Council, these Bylaws are hereby adopted on August 8, 2011.

 

Amended on May 10, 2012, bylaws made this year 12/8/22 and 3/9/23