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2010 PCC By LawsOak Street School 2010-2011Parent Communication Council By-Laws MISSION STATEMENT 1. To promote and improve the educational environment of Oak Street School by working for common goals which benefit the school. 2. To exchange ideas and act as a resource group. 3. To form a closer relationship between parents/guardians and teachers, so that we may cooperate effectively in the academic, social and physical development of our children. 4. To work within the community for the best interest of Oak Street School children. 5. To raise money for special programs, activities and teaching tools not otherwise provided by the Franklin School System. MEMBERSHIP Membership shall consist of all Oak Street parents, guardians, teachers, administration and staff. MEETINGS General meetings will be held monthly throughout the school year, as needed. The dates and times of all meetings will be published in the PCC newsletter. Minutes shall be recorded at all general PCC meetings. Any PCC member wishing to add an item to a PCC meeting agenda shall submit a request to a Board member before the next scheduled meeting. As a part of the New Business Agenda Item at general meetings, and time allowing, members will be given the opportunity for open discussion. An annual meeting shall be conducted in June for the purpose of electing officers as dictated by their terms or vacancies, and/or installation of committee chairs, review of annual reports and such other scheduled agenda business. The President and/or majority of the Executive Board may call special meetings of the PCC. Whenever possible, at least 48 hours notice shall be given. As needed, the Board shall meet separately at an Executive Board meeting to discuss any upcoming PCC Business. EXECUTIVE BOARD The Executive Board will consist of: • 1 President or 2 Co-Presidents (2 year term) • 1 Treasurer (2 year term) • 1 or 2 Secretaries-Corresponding/Recording (2 year terms) The Executive Board positions will be elected from the parents/guardians of Oak Street School children. The Executive Board of the PCC shall work together with the general membership to determine how the mission of the PCC can best be realized. The Executive Board has the power to act between meetings on certain matters requiring prompt action. The Board shall construct a projected budget for the upcoming school year that focuses on students’ needs as the PCC’s main priority. This budget will be presented at the May General Meeting and it will be voted on at the June Annual Meeting. This projected budget will be financed through various fundraising activities sponsored by the Oak Street PCC. The Board will have the authority to create new committees. The Board, along with the Principal, shall approve all PCC Newsletters prior to distribution. The Board shall meet separately each month at an Executive Board meeting held prior to the general meeting, to discuss any upcoming PCC business. Outgoing officers shall work with incoming officers to acquaint them with their duties. ELECTIONS Elections will take place during the MAY Annual Meeting by paper ballot. All elected officers shall serve a minimum of a two year term. A majority vote of the members present shall elect the Executive Board. Officers shall assume their duties on July 1st of each year. In the event that there are 2 people who desire to share the duties of President and Secretary, their names shall be submitted to the current Executive Board jointly in writing, prior to the May meeting. These candidates will be presented to the general membership at the May meeting. In the event of a vacancy occurs on the Board, nominations shall be taken and a special election will be held to fill the vacancy at the next general meeting. RESPONSIBILITIES OF OFFICERS Variations of the responsibilities listed below may occur at the discretion of the Board. President/Co-Presidents Be the official representative(s) of the organization. Preside at PCC meetings. Work with the other members of the Board to compose meeting agendas for Board and general meetings. Attend Joint PCC president meetings and report any pertinent information at the next general PCC meeting. Ensure that elections, presentations of accounts, and budgets are put forward during the appropriate general meeting. Have the ability to disburse funds of up to $150.00 with a phone vote to Board members and then provide details at the next monthly general meeting. Provide guidance and support when necessary to committee chairperson(s). Call special Executive Board meetings. Be a signatory on the PCC bank account along with the Treasurer. Collect and read all reports submitted by committee chairpersons, as necessary. Review and approve all social and fundraising activities sponsored by the PCC. Correspondent Secretary/Recording Secretary Update the PCC web page with any current news. Update the PCC Bulletin Board with any current PCC news. Receive PCC correspondence and share with appropriate membership. Write all thank you notes, send get well cards, sympathy cards, etc and corresponding messages as deemed necessary by the PCC Executive Board. Record and keep minutes of every general meeting. Maintain the minutes and other important documentation pertaining to the PCC in a file for future use. Assist with the compiling of the monthly newsletter, and prepare and submit newsletter for approval to the Presidents and the Principal. Once the newsletter is approved, the Secretary shall arrange for copying and distribution. Keep and maintain current by-laws and have them available at all PCC meetings. Treasurer Collect and distribute all monies, as needed, with the approval of the Executive Board and/or the general membership. Record all transactions. Give a monthly treasurer’s report. Present the proposed budget for the upcoming fiscal year to the general membership at the May general meeting, to be voted on at the June Annual Meeting. Act as custodian of all PCC funds . Maintain a record of all receipts and expenditures. Monitor monthly expense totals for budget compliance. Present a year-end Treasurer’s Report at the May General Meeting, summarizing all PCC financial activities from the current school year. Act as the signatory on the PCC account, along with the President or at least one Co-President. Keep all PCC financial records and bring them to all PCC meetings. In May, an audit committee will examine the Treasurer’s accounts for the current school year. This committee will consist of, but not be limited to, two (2) parent/guardian volunteers. All monies at School Events or Fundraising Activities shall be handled by the Treasurer or the Chairperson in charge of the event or activity. Committee Chairpersons Responsibilities Committee Chairpersons shall be determined at the May General Meeting. In the event of multiple volunteers, the parties may agree to co-chair. In the event of a vacancy, notice of the available position will be given at the next general meeting. Each committee is the direct responsibility of the Chairperson. Each committee will be overseen by one of the officers of the Executive Board. Assume responsibility for overseeing and implementing all aspects of the committee including planning, meeting budgetary obligations, financials and oversight. Provide all vendor, venue, pricing, activity changes and requests to the Executive Board for approval. Obtain approval from the Principal before distributing any communications or notices to teachers or students. Provide copies of all flyers and memos to the Executive Board prior to distribution to students. As necessary, keep minutes/data regarding committee activities, and provide this information to Executive Board. Present status report to the PCC at monthly meeting, when pertinent. A delegated committee member may also present at the meeting. Prepare year end committee report to be passed onto next chair. VOTING Voting members consist of current parents / guardians of students of the Oak Street Elementary School. A majority vote of the members present shall be required for any action to be taken by the PCC. Any member requesting monies from the PCC funds (that is not part of the current year budget) must submit their proposal to a Board member to be discussed at an Executive Board meeting. If approved by the Executive Board, any proposal for over $150.00 will be put on the agenda for a vote at the next general meeting. After a proposal is made, a free and open discussion may take place. Anyone seeking funding from the PCC must present their request and be available to answer questions at the general meeting. At any time upon the request of the membership, a paper ballot may be used. The treasurer or secretary shall tally the votes. BY-LAW AMENDMENTS AND REVISIONS By-laws will be reviewed every two (2) years at the June Annual Meeting. If a member seeks a change in the By-Laws, a written proposal for the change must be presented to the Executive Board and placed on the next general membership agenda, one month prior to a vote. These By-laws may be amended or altered by a majority vote of the general membership. Reviewed and voted on in June 2010 |
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