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Reviewed and voted on in June 20112011 PCC BylawsOak Street School Parent Communication Council Bylaws 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 1. 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. 2. 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. 3. As a part of the New Business Agenda Item at general meetings, and time allowing, members will be given the opportunity for open discussion. 4. An annual meeting shall be conducted in May 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. 5. The Executive Board may call special meetings of the PCC. Whenever possible, at least 48 hours notice shall be given. 6. As needed, the Board shall meet separately at an Executive Board meeting to discuss any upcoming PCC Business. EXECUTIVE BOARD 1. The Executive Board will consist of: • 1 School Socials and Activities Coordinator (2 year term) • 1 Administrative Coordinator (2 year term) • 1 Treasurer (2 year term) • 1 or 2 Secretaries-Corresponding/Recording/Technology (2 year terms) • 1 or 2 501c3 Treasurers 2. The Executive Board positions will be elected from the parents/guardians of Oak Street School children. 3. 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. 4. The Executive Board has the power to act between meetings on certain matters requiring prompt action. 5. 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. 6. The Board will have the authority to create new committees. 7. The Board, along with the Principal, shall approve all PCC Newsletters prior to distribution. 8. The Board shall meet separately each month at an Executive Board meeting held prior to the general meeting, to discuss any upcoming PCC business. 9. Outgoing officers shall work with incoming officers to acquaint them with their duties. 10. All Board members’ full name and address will be included in the 501c3 application and updated as board members are changed ELECTIONS 1. 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. 2. In the event that there are 2 people who desire to share the duties of 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. 3. 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. Administrative Coordinator 1. Coordinates with other Board Members and Principal to create PCC Event Calendar 2. Work with the other members of the Board to compose meeting agendas for Board and general meetings. 3. Provide guidance and support when necessary to committee chairperson(s). 4. Attend Joint PCC president meetings and report any pertinent information at the next general PCC meeting. 5. Put together New Parent Welcome Packet 6. Keep and maintain PCC Handbook 7. Point of contact for the PCC to new families at Oak Street. 8. Maintains contact lists for all chairs School Socials and Activities Coordinator 1. Main point of contact for school socials and in-school events. Provide guidance and support when necessary to committee chairperson(s). 2. Keep inventory of PCC closet for these events and any other event that uses supplies out of the closet. 3. Confirms that Chair of event has referenced PCC folder for their event. Get a closing summary from Chairs on any changes in vendor or supplies needed and files in PCC folder for future reference. 4. Room Parent Coordinator/contact person including annual meeting with Room Parents to explain Office procedures. Correspondent/Recording Secretary/Technology Secretary 1. Update the PCC web page with any current news. 2. Update the PCC Bulletin Board with any current PCC news. 3. Receive PCC correspondence and share with appropriate membership. 4. Write all thank you notes, send get well cards, sympathy cards, etc and corresponding messages as deemed necessary by the PCC Executive Board. 5. Record and keep minutes of every general meeting. 6. Maintain the minutes and other important documentation pertaining to the PCC in a file for future use. 7. Assist with the compiling of the monthly newsletter, and prepare and submit newsletter for approval to the Principal. Once the newsletter is approved, the Secretary shall arrange for distribution of the newsletter via Constant Contact. 8. Send other paperless approved flyers out on Constant Contact. 9. Keep and maintain current bylaws and have them available at all PCC meetings. 10. Manage emails lists for new incoming students and families leaving Oak Street on Constant Contact. |
Treasurer
1. Collect and distribute all monies, as needed, with the approval of the Executive Board and/or the general membership. 2. Record all transactions. 3. Give a monthly treasurer’s report. 4. Provide guidance and support when necessary to committee chairperson(s) of fundraising activities. 5. 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. 6. Act as custodian of all PCC funds. 7. Maintain a record of all receipts and expenditures. 8. Monitor monthly expense totals for budget compliance. 9. Present a year-end Treasurer’s Report at the May General Meeting, summarizing all PCC financial activities from the current school year. 10. Act as the signatory on the PCC account, along with one other Executive Board Member. 11. Keep all PCC financial records and bring them to all PCC meetings. 12. 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. 13. All monies at School Events or Fundraising Activities shall be handled by the Treasurer or the Chairperson in charge of the event or activity. 501c3 Treasurer(s) 1. Obtain 501c3 tax exempt status for Oak St. PCC • Gather information on how other Franklin 501c3 PCC organizations are structured, and recommend which approach Oak Street should follow. • Obtain Federal EIN for Oak St. PCC • Fill out required paperwork and file application with IRS to obtain 501c3 tax exempt status. Reports will be reviewed by the PCC Board before being sent out to the IRS. • Register our 501c3 organization with the MA Dept of Revenue • Create a checklist summary of our ongoing requirements as a 501c3 organization, including what is required for us to file on an annual basis and the timeframe for these filings. 2. Create supporting processes for the PCC to follow once 501c3 status has been granted: • Set strategy for how to best utilize this tax-exempt status to support the PCC's fundraising efforts. • Create any form letters to be sent out soliciting donations or thanking an organization/individual for donations, submit letters for approval to PCC Board and Principal. • Create standards for PCC fundraising efforts so that required information is collected appropriately. • Set up process for ongoing reporting to maintain our tax-exempt status, including Federal and State required annual filings • Work with Treasurer to create reports to be filed for the first year. • Once the status is in place, the Board will review whether responsibilities can be folded into the Treasurer's position, or if it needs to be a separate ongoing Board postion. Committee Chairpersons Responsibilities 1. Committee Chairpersons shall be determined at the May General Meeting. In the event of multiple volunteers, the parties may agree to co-chair. 2. In the event of a vacancy, notice of the available position will be given at the next general meeting. 3. Each committee is the direct responsibility of the Chairperson. Each committee will be overseen by one of the officers of the Executive Board. 4. Assume responsibility for overseeing and implementing all aspects of the committee including planning, meeting budgetary obligations, financials and oversight. 5. Provide all vendor, venue, pricing, activity changes and requests to the Executive Board for approval. 6. Obtain approval from the Principal before distributing any communications or notices to teachers or students. 7. Provide copies of all flyers and memos to the Executive Board prior to distribution to students. 8. As necessary, keep minutes/data regarding committee activities, and provide this information to Executive Board. 9. Present status report to the PCC at monthly meeting, when pertinent. A delegated committee member may also present at the meeting. 10. Prepare year end committee report to be passed onto next chair. VOTING 1. Voting members consist of current parents / guardians of students of the Oak Street Elementary School. 2. A majority vote of the members present shall be required for any action to be taken by the PCC. 3. 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. 4. Anyone seeking funding from the PCC must present their request and be available to answer questions at the general meeting. 5. At any time upon the request of the membership, a paper ballot may be used. The treasurer or secretary shall tally the votes. BYLAW AMENDMENTS AND REVISIONS Bylaws will be reviewed every two (2) years at the June Annual Meeting. If a member seeks a change in the Bylaws, 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 Bylaws may be amended or altered by a majority vote of the general membership. Reviewed and voted on in June 2011 |
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