HSA

2026-2027 STEM Academy HSA Board

• Co - Presidents:  Kelly Sears and Meredith Roddy
• Vice President:  Jennifer Zori
• Secretary - Sara Czubaroff
• Treasurer - Kousalya Alapati

Please visit the external STEM HSA website!

THE DOWNINGTOWN STEM ACADEMY
HOME & SCHOOL ASSOCIATION
BY-LAWS AND POLICIES
Adopted Sept. 12, 2011
Amended Sept. 10, 2012
Amended April 8, 2013
Amended May 12, 2014
Amended February 19, 2015

Amended April 10, 2023
Amended September 11, 2024
Amended May 18, 2026

 

ARTICLE I: NAME
The name of this Association shall be The STEM ACADEMY Home and School Association, hereinafter 
referred to as “ACADEMY HSA”.

The mailing address of the ACADEMY HSA shall be: c/o Downingtown STEM
ACADEMY, 35 Manor Avenue, Downingtown, PA 19335
 

ARTICLE II: OBJECTIVES
The purpose of the Academy HSA is to support the educational and social experience of students as 
well as the faculty at the Downingtown STEM Academy by bringing into closer relation the home and 
school. By providing an open forum, the parents, teachers and staff may enhance communication, 
cooperation and the sharing of ideas, in securing for every child the greatest possible advantage 
in overall education. The goal is to unite the efforts of the educators and the parents for the 
benefit of the students’ total development. To support and supplement the mission and efforts of 
the Downingtown STEM ACADEMY, the Headmaster and the Downingtown Area School District, the ACADEMY  HSA will provide activities, events, programs, direction and funding consistent with its nonprofit mission and the priorities of the Academy and the Downingtown Area School District.

ARTICLE III: POLICIES
Section 1. The purpose of the ACADEMY HSA shall be to support the Downingtown STEM Academy both 
educationally and socially and shall be developed through meetings, committees, and supported by 
fundraising projects.

THE DOWNINGTOWN STEM ACADEMY HOME & SCHOOL ASSOCIATION
BY-LAWS AND POLICIES

Section 2. ACADEMY HSA shall be noncommercial, nonsectarian, and nonpartisan. No commercial 
enterprise and no candidate shall be endorsed by it. The name of the HSA and names of officers 
shall not be used to endorse commercial, political, or personal interests or for any purpose other 
than the regular work of the ACADEMY HSA.

Section 3. This association shall seek neither to direct the administrative activities of the 
school nor to control the school’s policies. This association shall be subject to the Downingtown 
STEM Academy HSA By-Laws rules, regulations, administrative procedures and policies of the school 
and the district. Neither the ACADEMY HSA nor any of its officers, members or agents shall have any 
authority to bind the school or the district.

Section 4. ACADEMY HSA is organized exclusively for charitable, educational and/or scientific 
purposes under Section 501(c)(3) of the Internal Revenue Code and shall operate consistent with 
that status.

ARTICLE IV: MEMBERSHIP
Membership in the ACADEMY HSA shall include all parents and guardians of current students enrolled 
in the Downingtown STEM Academy and its headmaster, teachers, and school staff without regard to 
race, color, religion, national origin, sex, age, marital status, sexual orientation, physical 
handicap or political affiliation. Members agree to support the mission of the ACADEMY HSA and 
abide by its by-laws. Each member shall have the right to vote for officers, to ask that issues be 
brought before the general membership and to stand for election as an officer of the association. 
Each member has one vote. Voting may occur in-person or electronically as authorized by the 
Executive Board. There is no cumulative voting.

ARTICLE V: OFFICERS AND THEIR ELECTIONS
Section 1.
a) The Officers of this association will be a President, Vice-President, Secretary, Treasurer, and 
up to two Members at Large, and must be parent/guardian members of the ACADEMY HSA.

b) Terms of Office:
1. Officers serve one-year terms beginning June 1.
2. At the discretion of the Executive Board, co-leaders can be voted in for each position.
3. Officers shall assume their official duties on June 1st.
All out-going Officers shall enter into a transition period from June 1 through June 30. 
Members-at-Large begin their term upon election and conclude at fiscal year end.
4. An officer will be eligible to serve multiple one year terms if re-elected.

c) To be eligible for nomination as President or Vice-President, it is preferred they have prior 
Academy HSA involvement.

d) It is preferred Members at Large be the parent or guardian of a STEM Academy student in the 9ᵗʰ 
or 10ᵗʰ grade.

Section 2.
a) Elections for Officers for the following fiscal year shall take place no later than the April 
ACADEMY HSA meeting. Nominations for the Member at Large shall begin at the first General HSA 
meeting of the fall term.

b) Nominations shall be made in the following manner:
1. Any eligible member may nominate him/herself.
2. Any eligible member may be nominated by another member, with their consent.
3. Any eligible member may be nominated by the Executive Board, with their consent.

Section 3. Officers except the Member at Large shall be elected by majority vote by the April 
ACADEMY HSA meeting. The Member at Large shall be elected by a majority of the ACADEMY HSA members 
present at the second meeting of the fall term. Member at Large term will end at the fiscal year in 
which they were voted in.

Section 4.
a) Vacancy in office shall be filled by President appointment with majority Executive Board 
approval.
b) The President’s term of office shall be completed by the Vice-President in the event the 
President cannot complete his or her term.
c) At the request of a new President, the outgoing President may, if he or she remains a member of 
the ACADEMY HSA, act as a non-voting advisor to the incoming President for a period of one year.

ARTICLE VI: EXECUTIVE BOARD
Section 1. The Executive Board, hereinafter referred to as the “Board,” shall consist of the 
Officers of the ACADEMY HSA and the Downingtown STEM Academy Headmaster or his/her designee who serves as a non-voting ACADEMY HSA Advisor. Only members who are parents or guardians of current students of the Academy HSA may stand for elections to Board.
Spouses/partners may not serve at the same time. The Board shall meet at such times, frequency and 
places as it deems appropriate.

Section 2. Upon notification to each Board Officer, a majority of the Board shall constitute a 
quorum. The Board may confer and take action by recorded vote, in person, virtually, or 
electronically and any such meetings shall have the same force and effect as if held in person.

Section 3. In the event that the ACADEMY HSA establishes dues for members, the Board, meeting in 
executive session, may, upon application of the Headmaster for good and sufficient cause shown, 
waiver payment of dues by such member.

Section 4. The duties of the Board shall be:
a) To transact necessary business in the intervals between ACADEMY HSA meetings and such
other business as may be referred to by the membership. This business shall include the receiving 
of donations and the collection and holding of funds for the use and benefit of the ACADEMY HSA 
consistent with its purpose as set forth in these by-laws.
b) To establish committees and direct and approve the plans of work of such committees.

c) To prepare and submit a PROPOSED budget that shall be made available to the membership with 
adequate notice, which includes the necessary expenses of the ACADEMY HSA, prior to the September 
meeting of the Academy HSA.

d) To prepare and submit for vote by the membership, a BASELINE budget that shall be made available 
to the membership with adequate notice, which includes the necessary expenses of the Academy HSA 
prior to the October meeting of the Academy HSA

e) To provide an updated budget report at each Academy HSA executive meeting.

f) To approve payment of bills and other routine expenditures within the limits of the budget.

Section 5. Meetings of the Board may be called by the President, Headmaster, or, in the absence or 
at the request of the President, the Vice-President at such times, frequency and places, as they 
deem appropriate.

Section 6. The Board shall be covered by the Directors and Officers insurance policy maintained by 
the school district.

Section 7. No Board Officer may receive compensation from the Academy HSA. Officer may receive 
reimbursement for expenses incurred on behalf of the Academy HSA wherein budget approvals have 
already been made or with the approval of a majority of the Board and upon the submission to the 
Treasurer of proper receipts.

Section 8. From time to time there may be transitions on the Board that result in knowledge gaps. 
The Board reserves the right to appoint an individual who has recently served on the Board as an 
advisor in a non-voting, ex officio capacity.

ARTICLE VII: DUTIES OF OFFICERS
Section 1. The President shall:
a) Preside at all meetings of the ACADEMY HSA and the Board.

b) Coordinate the duties and work of the officers and committees in order that the objectives of 
the ACADEMY HSA may be promoted, including but not limited to fundraising, communication 
coordination (via email, social media, print or otherwise) and software systems and technology 
management designees. Provide Board with routine Committee status reports and updates.

c) Have the authority to disburse funds in the absence of the Treasurer, as authorized by the Academy HSA.

d) Represent the ACADEMY HSA at DASD events and to the public.

e) Work directly with the Headmaster and District administration to further the ACADEMY HSA’s 
objectives.

f) Serve as ex officio on all standing and special committees of the ACADEMY HSA.

g) Serve as a voting member of the Joint Home and School Association, unless someone else from 
ACADEMY HSA is designated.

h) Review and approve all information and correspondence that issues in the name of the ACADEMY HSA 
i) Perform such other duties as may be prescribed by these by-laws or the Board.

Section 2. The Vice-President shall:
a) Act as a support to the President.

b) Serve as a voting member of the Joint Home and School Association, unless someone else ACADEMY 
HSA is designated.

c) Assist President in organizing and coordinating standing and special committee chairs and 
members and other ACADEMY HSA member volunteers. Support President in providing Board with routine Committee status reports and updates.

d) If so designated by the President, serve ex officio as a member of any standing or special 
committee or committees of the ACADEMY HSA in the President’s place.

e) Perform the duties of the President in his/her absence or at his/her request

f) Perform such other duties as may be directed by the Board.

Section 3. The Secretary shall:
a) Keep accurate minutes of all meetings and provide copies for the membership and maintain an 
electronic copy of the minutes for the current and prior years.

b) Organize the ACADEMY HSA programming and publicity for meetings, unless designated otherwise.

c) Maintain updated bylaws and provide copies of such when appropriate.

d) Coordinate the public communications of ACADEMY HSA activities.

e) Be available for any ACADEMY HSA business such as correspondence, e.g., thank you notes.
f) Perform such other duties as may be directed by the President or the Board.

Section 4. The Treasurer shall:
a) Provide the framework of the budget to be approved by the Board by mid August of each calendar 
year.

b) Receive all monies of the ACADEMY HSA.

c) Keep an accurate account of all receipts and expenditures.

d) Disperse funds as authorized by the ACADEMY HSA or as otherwise permitted to do so by these 
by-laws.

e) Present financial reports at each meeting, and whenever requested to do so by the Board.

f) Obtain and maintain Code Section 501(c)(3) status and provide written receipts to donors of 
contributions in excess of $250.00.

g) Present a final itemized report of ACADEMY HSA financial activities at the end of the school 
year.

h) Have the financial records examined annually by two or more board members.

i) Manage and maintain tax documentation and file annual tax returns.

j) Purchase and maintain Small Games of Chance licenses as needed.

k) Renew bond for the Officers of the Board against fiduciary crimes on an annual basis and provide 
board with documentation thereof as needed.

l) Manage bank account access and issuance of bank signer’s and bank cards.

m) Maintain and ensure payment and banking information is up to date for all Academy HSA related 
software and subscription services.

Section 6. Each year- or when Board or a Committee member transitions out - access to all software 
systems, emails, drives or other digital assets will be updated or removed.

ARTICLE VIII: STANDING COMMITTEES
Section 1. Standing committees shall be created by the Board as may be required to promote the 
objectives and interests of ACADEMY HSA. The chairperson of each standing committee shall be 
approved or selected by the President and shall serve from July 1. The Board may dissolve any committee deemed to be no longer necessary.

Section 2. The chairperson of each standing committee shall present plans of work to the Board, or 
Board representative, no later than the month before its planned activity and shall operate within 
the budget allowance provided by the Board. No committee work shall be undertaken or expenditures 
made without the pre-approval of the Board. All committee correspondence and promotional materials 
shall be pre-approved by the Board and the Headmaster. The Board shall be informed of all committee 
statuses by the committee chairperson, or their designee who may also be requested to attend Board 
meetings from time to time.

Section 3. The chairperson of each standing committee may be requested to submit a written summary 
of the activities and procedures of their committee and any events or programs to the Board one 
week before every ACADEMY HSA meetings of the members, at the end of the school year and/or upon 
the reasonable request of the Board.

ARTICLE IX: MEETINGS
Regular meetings of ACADEMY HSA shall be held at least four times during the school year. Dates are 
selected by the Board. At least one faculty representative is encouraged to be present at each of 
these meetings. The presence in person or by proxy of those members of the association in actual 
attendance shall constitute a quorum for the transaction of any business at a regularly scheduled 
meeting of ACADEMY HSA. Special meetings may be called by the President or at the request of the 
Headmaster Advisor.

ARTICLE X: FINANCE
Section 1. ACADEMY HSA’s fiscal year shall start July 1st and end June 30th.

Section 2. All funds, bank accounts and other monies donated to or collected or otherwise received 
or held by ACADEMY HSA shall be solely the property of the
association. Scholarship funds and specially designated funds shall be earmarked separate from the 
general HSA funds and held by the Academy HSA as the sole property of the association.

Section 3. At a minimum, financial accounts shall be in the name of the Treasurer and President, 
requiring one of the officer’s signatures, but not both. Additional banking signees can be assigned 
at the direction of the Board.

Section 4.
a) All Committee Expenditures must be approved by the Committee Chair(s) and the Treasurer.

b) All Committee Expenditures outside the APPROVED budget must have majority approval of the Board.

c) All events planned by the HSA shall have a budget and any expenditures above the budget must be 
APPROVED by the majority of the Board.

d) Board Expenditures outside of the Approved budget under $250 must be approved by the Treasurer 
or President. Board Expenditures outside of the Approved budget over $250 must be approved by the 
majority of the Board. All Expenditures by the Treasurer must be approved by a Board member other 
than the Treasurer.

e) All expenditures shall be reviewed at the monthly EXECUTIVE HSA session.

e) An original receipt and written request must be submitted to the Treasurer for reimbursements of 
any monies.

Section 5. A budget for the remaining fiscal year/the calendar school year should be in draft form 
no later than September. The proposed budget will be APPROVED by the general membership at the 
October meeting of the school year.

Section 6. No part of the funds of this association shall inure to the benefit of, or to be 
disbursed to its members, trustees, officers or other private persons, except that the association 
is authorized to make payments and distributions in furtherance of its purposes set forth in these 
by-laws. It is prohibited to use any surplus funds for private inurement to any person in the event 
of dissolution of the ACADEMY HSA. In dissolution, any assets shall be distributed for one or more 
exempt purposes specified in Section 501(c)(3) of the Code.

ARTICLE XI: AMENDMENTS
These by-laws may be amended at any regular meeting of ACADEMY HSA by a two-thirds vote of the 
members present, provided written notice of the proposed amendment was given to the members in 
advance of the vote.

ARTICLE XII: RULES OF ORDER
Robert’s Rules of Order (current version) shall govern ACADEMY HSA in all cases in which they are 
applicable and in which they are not inconsistent with these by-laws.

ARTICLE XIII: HSA SCHOLARSHIPS
Section 1. Funds raised for scholarships shall be distributed to STEM Academy students at the 
discretion of the Academy HSA Executive Board. The board will vote on allocation of scholarship 
funds annually, based on fund availability and school needs. A simple majority vote of the Board 
members is needed to approve the annual distribution.

Section 2. The overall intent is to award funds to graduating seniors in curriculum and pathway 
areas; for need-based IB fees, college textbooks, experiential learning opportunities; and to 
students who have provided services to benefit the Academy, its students, the district, and/or the 
community.

Section 3.
a) The process by which students will be selected for the scholarships shall be determined by the 
Academy HSA Board. This includes the number of awards any one student may apply for,
eligibility requirements, and application process. Parents of applicants must recuse from being
part of the selection process.

b) It is the intent that no student receive more than one curriculum and/or pathway award.

Section 4. Scholarship funds shall be maintained as described in Article X, Section 2.
 

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