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Gerald M. Parmenter Elementary School > PCC News/Minutes

PCC Bylaws

Gerald M. Parmenter School
Parent Communication Council
BY-LAWS

Article I.  Name & Mission

The name of the Council shall be known as the Parmenter School Parent Communications Council, Inc. (which shall hereinafter be referred to as the PCC).

It is the mission of the Gerald M. Parmenter PCC to assist in serving the total school community by bringing into closer relation the home and the school, so that parents and teachers may cooperate in the education of the children. To accomplish these goals, the PCC will raise money for enrichment programs and activities within the school. The PCC shares the core value beliefs of the Parmenter School. The PCC does not actively participate in curriculum or school administration.

The PCC receives direction and is ultimately accountable to the school principal. The PCC maintains a collaborative working relationship with the academic and support service staff and other parent/guardians and appropriate members of the Parmenter School Community.

The Parmenter PCC is organized exclusively for charitable and educational purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501c3 of the Internal Revenue Code, or corresponding section of any federal tax code.

Article II.  Purpose and Restrictions

The PCC reports to the principal and is responsible for:

  1. Serving as a liaison and communication forum between parents/guardians and the Parmenter School. The Committee purpose is realized through planned (parent/guardian) meetings, working committee meetings, and publications of a newsletter.
  2. Serving as a resource and support system (of an informational, educative, counseling or referral source in nature) to parents/guardians.
  3. Assisting in services to the school through support of the principal, academic staff and appropriate committees.
  4. Coordination and implementation of family-oriented activities, special program/project fundraising and community service events.
  5. Maintaining confidentiality and striving to improve communications and the development of an open and cooperative relationship between the Executive Board members, principal, teachers, and parents/guardians.
  6. No PCC Committee member shall voice an opinion that represents the Committee without a Committee vote.
  7. The sources of support shall be contributions, interest earned on bank accounts, and revenues from fundraising efforts.
  8. All members of the PCC are bound by the Parmenter PCC's Conflict of Interest Policy.
  9. No part of the net earnings of the Parmenter PCC shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the Parmenter PCC shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the purpose clause hereof. No substantial part of the activities of the Parmenter PCC shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the Parmenter PCC shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of this document, the Parmenter PCC shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under section 501c3 of the Internal Revenue Code, or corresponding section of any future federal tax code, or (b) by an organization, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or corresponding section of any future federal tax code.

Article III.  Membership

  1. Membership on the PCC working committee shall be comprised of the following:
    1. The Executive Board Officers.
    2. Committee Chairpersons/members.
  2. Membership of the PCC monthly Open Meetings:
    1. All parents/guardians of students who are currently attending Parmenter Elementary School.
    2. All Board members of the PCC.

Article IV.  Meetings

  1. The PCC meetings will meet a minimum of once a month during the school calendar year (September to June), open to all parents/guardians.
  2. The President of the PCC shall confirm the dates and locations of the meetings and communicate them to the membership at the first PCC meeting of the school year.
  3. The president(s) and/or majority of the Executive Board may call Special meetings of the PCC. Whenever possible, at least 48 hours notice shall be given to call a Special meeting or cancel any meeting.
  4. Minutes shall be recorded at the meetings.

Article V.  Officers and Elections

In accordance with the bylaws, the Executive Board shall consist of at least:
President
Co-President
Treasurer
Secretary

Elections

  1. Officers shall be elected by paper ballot at the May meeting.
  2. A majority vote of the members present shall elect.
  3. To hold an election at least nine (9) members must be present.
  4. In order to vote, you must be present at the meeting that elections take place. If you cannot be present, an absentee ballot may be requested prior to the meeting. It must be returned by the voting date.
  5. All terms of officers are for one year.
  6. No person shall serve for more than two consecutive terms in the same office. In the event that a Board position is vacant at election time, a special exception to this bylaw may be made by special approval through a vote by the PCC.
  7. Family members cannot serve simultaneously on the same executive board.
  8. In the event of a vacancy, a special election will be held to fill that vacancy at the next general meeting.

Article VI.  Duties of Executive Board and Officers

The duties of each officer shall be as follows. Variations to these duties may be designated at the sole discretion of the Board.

President/Co-President(s)

  1. Presides at all meetings of the Executive Board and the PCC Meetings.
  2. Prepares and posts an agenda in advance of each meeting.
  3. Established strong working relationship with Principal.
  4. Provides guidance and support when necessary to Committee chairpersons.
  5. Collect regular updates from committee chairs.
  6. Presides at school functions when requested by Principal.
  7. Discuss PCC programs and activities with school Principal and appropriate staff members.
  8. Meets with other district PCC Presidents (or their representatives) to exchange thoughts and ideas.
  9. Has the ability to disburse funds up to $200.00 with a phone vote to all Executive Board members and must provide details at the next monthly meeting.
  10. Approves use of budgeted funds for Committee chairpersons when appropriate.
  11. Inspect books of the treasurer to see that they are being properly kept.
  12. Be a signatory on PCC accounts along with Treasurer.
  13. Prepares incoming officers for the upcoming school year.
  14. Confirms that the Treasurer has filed Form 990 with the IRS when the books are closed for the year, or by September 1st.
  15. Keep and maintain current by-laws and have them available at all PCC meetings.

Treasurer

  1. Custodian of all funds of the PCC.
  2. Maintain an account in a journal of all receipts and expenditures.
  3. Monitor monthly expense totals for budget compliance.
  4. Give a monthly Treasurer's Report at each PCC meeting.
  5. Handle all monies collected at fundraising events.
  6. Disburse all funds designated and approved by the PCC Board.
  7. Have journal and all bankbooks available for inspections at all PCC meetings.
  8. The Treasurer shall chair the Budget Committee. The Budget Committee consists of voting members. The Budget Committee must first approve the projected budget prior to being presented at the April general meeting.
  9. Present the approved budget to the general membership at the April meeting. Budget must be voted on at May meeting by general membership.
  10. The Treasurer shall file a Form 990, Return of Organization Exempt From Income Tax with the IRS after the books are closed for the year or by September 1st.
  11. Responsible for filing the annual report with the Secretary of State of the Commonwealth of Massachusetts.

Secretary

  1. Record and keep the minutes of each Executive Board and PCC meeting and posts a copy of the minutes on the PCC website.
  2. Presents the minutes for approval by the Board at each meeting.
  3. Distributes copies of the PCC Newsletter after each PCC meeting to all parents/guardians.
  4. Files the minutes, a copy of the Certificate of Inc, a copy of these bylaws, and other important documentation pertaining to the PCC in a file for future reference.
  5. Write and distribute special notices.

Article VII.  Committee Chairpersons

  1. The PCC Executive Board at the May meeting shall determine core committees for the upcoming school year. Additional committees may be added as deemed necessary. Chairpersons shall be appointed on a volunteer basis to head committees deemed necessary by the PCC Board. In the event of multiple volunteers, the parties may agree to co-chair, or a vote will be taken at the PCC meeting.
  2. Each committee is the direct responsibility of the Chairperson. Any concerns should be brought to the attention of the PCC Executive Board.
  3. It is recommended that a chairperson serve no longer than two (2) consecutive terms.

Chairperson Responsibilities

  1. Responsible for overseeing and implementing the goal work plan of the committee.
  2. Responsible for working within the budget given to the committee by the Budget Committee. In any case where additional money is requested by a committee, the chairperson must present the request at a PCC meeting and it must be voted on by the general membership.
  3. Obtain approval from school principal before distributing any communication or notices to teachers or students.
  4. Obtain approval from the school principal and the PCC President to hold any fundraisers to benefit that committee. PCC president may hold off approval pending a vote by the general membership at the next meeting.
  5. Keep minutes/data regarding committee activities.
  6. Prepare and present written status report to the PCC at each monthly meeting. In the event the Chairperson will be absent from a monthly meeting, provide the PCC Chairperson with a written report for presentation at the meeting. A delegated Committee member may also present at the meeting.

Article VIII.  Voting

  1. Voting members consist only of parents and /or guardians of all Parmenter students.
  2. To hold a vote at a general meeting, at least nine (9) members must be present. A majority vote of the members present and any absentee ballots shall be required for any action to be taken by the PCC.
  3. If you cannot be present, an absentee ballot may be requested prior to the meeting. It must be returned by the voting meeting date.
  4. Any change to a budget line item must be proposed to the membership one month in advance of voting. If timing is an issue, membership must be notified in writing prior to the meeting at which the vote will take place.
  5. Anyone seeking funding from the PCC must present a proposal, in person at a general PCC meeting and be available to answer questions. After a proposal is made, the presenter must leave the room so that a free and open discussion can take place. If the proposal comes from a voting member, the member may return to vote. If the proposal comes from a non-voting member that person must remain out of the room while the voting takes place.
  6. Any proposal for under $500.00 that is NOT a change to a budget line item, may be presented and voted on at the same meeting.
  7. Requests for $500.00 or more must be made one meeting prior to a vote. If timing is an issue, membership may vote to table the discussion until the next meeting.
  8. Voting will be by paper ballots. The President shall tally the votes.

Article IX.  Amendments

  1. These Bylaws may be amended by a majority vote of the members present provided notice of proposed amendment shall have been given at the previous meeting. Written notice of proposed amendment bylaws should be distributed to the PCC membership.
  2. The Bylaws shall be reviewed at least every two years. The requirements for adoption of a revised set of Bylaws shall be the same as in the case of an amendment.

Article X.  Dissolution

If the PCC Board determines by vote that it is necessary to dissolve the Parmenter Parent Communication Council, after paying all debts, any assets remaining shall be donated topaying Parmenter Elementary School for enrichment purposes. Or, in the event of reorganization, all monies and assets shall be transferred exclusively to an organization whose purposes are similar to those of this organization and that have an Internal Revenue Service determination or ruling of the tax exemption under Section 501c3.

By-Laws

Origin -May 2001
Revised - April 2004
Reviewed - March 9, 2006
Reviewed and Revised – September 2009

By-laws should be reviewed again in 2011.

27410  
Updated: January 12, 2012  



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