PARENT COMMUNICATIONS COUNCIL

(PCC)

JEFFERSON ELEMENTARY PARENT COMMUNICATION COUNCIL, INC.

BYLAWS

(adopted: January 2010)

ARTICLE I: Name

The name of the organization shall be the Jefferson Elementary Parent Communication Council (hereinafter referred to as the PCC)

ARTICLE II: Purpose

The PCC is organized for the purpose of enhancing the educational and social environment of the children at Jefferson Elementary School by fostering the relationships among school, parents, and teachers.

ARTICLE III: Members

Any parent, guardian, or other adult standing in loco parentis (or in lieu of parents) for a student at the school may be a member and shall have voting rights. The Principal and any staff employed at the school may be a member and have voting rights.

ARTICLE IV: Board of Directors and Elections

Section 1: Officers. The officers shall be a president, vice president, treasurer, and secretary. Each office may be shared with another individual. No office will be held by more than two individuals.

1. President.

   1. Presides over meetings of the PCC and Executive Board.

   2. Prepares the meeting agenda.

   3. Serves as the primary contact for the Principal/Designee, academic staff

   4. Provides guidance and support when necessary to Committee Chairpersons.

   5. Represents the PCC at school functions requested by the Principal.

   6. Represents the PCC at meetings outside the organization, including, but not limited, to those with the district Superintendent and other district PCC’s.

   7. Maintains a workable knowledge of the bylaws.

2. Vice President.

   1. Assists the President, Executive Board, and Committee Chairpersons, whenever necessary.

   2. Will carry out the President’s duties in his or her absence or inability to serve.

   3. Maintains a workable knowledge of the bylaws and serves as the Parliamentarian, keeping order during meetings.

3. Treasurer.

   1. Collects and disburses all monies, as needed, with the approval of the Executive Board and/or general membership.

   2. Keeps an accurate record of receipts and expenditures.

   3. Custodian of all funds.

   4. Prepares an annual budget for approval at the first meeting of the PCC.

   5. Monitors monthly expenses for budget compliance.

   6. Presents a financial summary at every meeting and at other times of year when requested by the Executive Board.

   7. Insures the filing of all appropriate state and federal documents.

   8. Maintains a workable knowledge of the bylaws.

4. Secretary.

   1. Keeps all records of the PCC.

   2. Transcribes minutes at all regular and special meetings.

   3. Distributes copy of minutes to Executive Board prior to the next meeting.

   4. Presents the minutes for approval at each meeting.

   5. Sends meeting notices to the membership.

   6. Writes all thank you notice, cards, etc. deemed necessary by the Executive Board.

   7. Maintains a workable knowledge of the bylaws and distributes a current copy to all new Board members.

Section 2: Nominations and Elections. Elections shall be held at the final PCC meeting of the school year. A nominating committee consisting of at least 2 members shall be formed no later than one month preceding the election of officers. The nominating committee shall seek nominees for each office and report to the Executive Board and general members in the month of May. Voting will be conducted via ballots. A majority of the members present shall elect the new officers. Officers will assume their responsibilities on July 1^st of each year.

Section 3: Eligibility. Members are eligible for any office if they are members in good standing at least 14 calendar days before the nominating committee presents its slate of nominees. It is recommended that the President serve on the Executive Board for at least one year, whenever possible. It is also recommended that the Vice President serve as a committee chair for at least 1 year, whenever possible.

Section 4: Terms of office. Officers are elected for one year and may serve no more than 2 consecutive terms in the same office. In the event that an officer position is vacant at election time, a special exception to this bylaw may be made by and approved by the majority vote of PCC members present.

Section 5: Vacancies. If there is a vacancy in the office of president, the 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 6. Removal from office. Officers can be removed from office with or without cause by a two-thirds vote of those present at a regular meeting where previous notice has been given.

Article V - Meetings

Section 1. Regular meetings. The regular meetings of the PCC shall be once a month during the school calendar year (September to June) with the exception of the December and June meetings. These meetings will be at the discretion of the Executive Committee. The President shall confirm the dates and location of the meetings and communicate them to the membership through the school’s summer mailing to all parents and guardians.

Section 2. Special meetings. Special meeting may be called by the President, any two members of the executive committee, or five members by submitting a written request to the Secretary. Whenever possible, at least 48 hours notice shall be given.

Section 3. Quorum. The quorum shall be seven members of the organization.

Section 4. Minutes. Minutes will be recorded at all regular and special meetings.

Article VI – Executive Board

Section 1. Membership. The Executive Board shall consist of the officers and Principal.

Section 2: Duties: The duties of the Executive Board shall be to transact business between meetings in preparation for the general meeting, create standing rules and policies, create standing and temporary committees as needed, prepare and submit budget to the membership, approve routine bills, and prepare reports and recommendations to the membership.

Section 3. Meetings. Regular meetings shall be held monthly prior to the general membership meeting. The President will set and communicate dates and locations to Executive Board members.

Section 4: Quorum. Half of the Executive Board plus one constitutes quorum.

Section 5. Removal and Vacancies. See Article IV, Sections 5 and 6.

Article VII – Committees

Section 1. Membership. Committees may consist of members and board members. Each committee will be overseen by one of the officers on the Executive Board.

Section 2. Committees. The Executive Board at the second to last meeting of the school year shall determine core committees for the upcoming school year. Chairpersons shall be appointed on a volunteer basis, whenever possible, at the last meeting. In the event of multiple volunteers, the committee may be co-chaired. Each committee is the direct responsibility of the Chairperson.

Section 3. Additional committees may be added as deemed necessary and individuals shall be appointed by the Executive Board to fill these positions with announcement of it to be made at the next regular meeting.

Section 4. Chairperson responsibilities. The Chairperson will be responsible for

1. Overseeing and implementing the goals of the committee.

2. Obtaining approval from the school principal before distributing any communication or notices to teachers or the student population.

3. Keeping minutes / data regarding committee activities that can be passed on to any subsequent committee chairperson.

4. Preparing a monthly status report.

Article VIII - Finances

Section 1. Budget. A tentative budget shall be drafted in the summer and approved by a majority vote of the members present at the first meeting of the school year.

Section 2. Records. The Treasurer(s) shall keep accurate records of any disbursements, income and bank account information. See also Article IV, section1, sub-section (c) for the duties of the Treasurer(s).

Section 3. Approvals and Authorizations. Authorized signers shall be the President, Treasurer and Principal.

1. The Executive Board shall approve all expenses of the PCC.

2. The President has the ability to disburse funds up to $100 without an Executive Board vote and will provide details at the next Executive Board meeting.

3. The President has the ability to disburse funds of up to $250 with a phone or email vote from the Executive Board and will provide details at the next general meeting.

4. All unbudgeted expenses over $250 must be approved by a majority vote at the next general meeting.

Section 4. Audit Committee. The Treasurer shall prepare a financial statement at the end of the year to be reviewed by the Audit Committee. The Audit Committee will consist of 2 members who are appointed by the PCC at the last PCC meeting. The audit will be completed prior to September 1^st and results will be communicated to the Executive Board.

Section 5. Availability. All financial records, including the general ledger, bank statements, financial statements, and regulatory filings, will be available for public inspection.

Section 6. Year end. The fiscal year end will be June 30^th.

Article IX – Parliamentary Authority

Roberts Rules of Order shall govern meetings when they are not in conflict with the PCC’s bylaws.

Article X – Dissolution

The PCC may be dissolved with previous notice and a two-thirds vote of those present at a meeting. Upon dissolution, any remaining funds should be used to pay any outstanding bills. Any remaining assets shall be distributed to such organizations organized and operated exclusively for charitable purposes which shall, at the time, qualify as exempt organizations under section 501c(3) of the Internal Revenue code.

Article XI – Amendments and Reviews

The bylaws may be amended at any regular meeting by a majority vote of the members present provided that written notice was given prior to the meeting.

The bylaws shall be reviewed at least every two years. The requirements for adoption of the revised bylaws will be the same as in the case of an amendment.

Bylaws adopted: January 2010