LAURELGLEN SCHOOL PARENT CLUB BYLAWS ARTICLE I NAME The name of this organization shall be the LAURELGLEN SCHOOL PARENT CLUB, Chapter of the Panama-Buena Vista Union School District Parent Council, Inc. ARTICLE II PURPOSE The Laurelglen School Parent Club is a non-profit organization, the purposes of which are to work for the benefit of all the students; to cooperate with the school faculty and administration; to support educational programs and actively complement them when appropriate; to promote enthusiasm and participation among its members and, in so doing, to help further quality education at Laurelglen School. Any income or profit of the organization shall be used solely to carry out its purposes and shall not be used as remuneration or dividends to its members, nor shall the organization undertake the support of any political candidates or religious groups. ARTICLE III MEMBERSHIP AND DUES Section 1. Membership: Membership shall be open to Laurelglen School faculty and staff, and to all parents, guardians and adult friends of children enrolled at Laurelglen School. Section 2. Dues: Annual dues will be determined and collected by the Parent Club Board. ARTICLE IV ADVISOR AND HIS DUTIES Section 1. Advisor - The Principal of Laurelglen School shall act as the advisor to the Parent Club and shall serve as an exofficio member of the Board of Directors. The Principal shall be notified of all meetings of the general membership, Board of Directors, and Executive Board not less than twenty-four hours prior to the time of the meeting. ARTICLE V MEETINGS OF THE GENERAL MEMBERSHIP Section 1. Regular and Special Meetings: At least two general membership meetings, called by the Board of Directors, shall be held during the year, one of which shall be held in the Fall (preferably in September) and one in the Spring (preferably in April). Special meetings shall be held at the discretion of the general membership. All meetings shall be conducted according to Roberts Rules of Order Newly Revised. Section 2. Voting: All matters shall be decided by a majority of members present and voting, except where in conflict with these Bylaws. Each member shall be allowed one vote at a general membership meeting. Section 3. Meeting Notification: Members shall be notified of each regular and special general membership meeting through printed announcements sent home with their school children at the beginning of the school year. Additional notice may be made periodically via electronic or printed announcements. Any changes to times or dates of general membership meetings shall be announced through printed announcements sent home with school children one week prior to the meeting. 1
ARTICLE VI OFFICERS AND THEIR DUTIES Section 1. Personnel: The officers shall consist of a President, Vice-President, Secretary, Treasurer, Assistant Treasurer, Nominating Committee Chairman, and Parliamentarian. The privilege of holding office and being a member of the Board of Directors shall be limited to members of the Parent Club whose dues are paid. Section 2. Term of Office: Officers shall serve for a term of one year or until their successors are elected and assume their duties at the close of the current school year. The same office may not be held by the same person for more than two consecutive years. Section 3. Elections and Nominations: The Nominating Committee shall present a single slate of candidates for the officers and forthcoming Nominating Committee at the Spring general membership meeting. The slate shall be sent to the general membership on a notice announcing the Spring general membership meeting. Additional nominations may be made from the floor at the said Spring meeting, if the consent of the nominee has been received. Section 4. Duties: The powers and duties of the officers shall be as follows: (a) President - The President shall preside at all meetings and shall be chairman of the Board of Directors, having no vote except in the case of a tie, when he/she shall cast the deciding vote. He/she shall be the Parent Council Representative or appoint a representative who shall represent the Laurelglen Parent Club and attend all Parent Council meetings. He/she shall appoint a chairman for the standing committees, unless otherwise provided by these Bylaws, and shall create, with the approval of the Board of Directors, other special committees as is deemed necessary. He/she shall be a member ex-officio of all committees except the Nominating Committee. He/she shall, with the Treasurer, sign all contracts and obligations authorized by the Board of Directors and/or the general membership, and shall perform all duties usually pertaining to that office. He/she shall be contacted regarding any questions or complaints. The President shall serve as Parliamentarian the year following his/her term of office. (b) Vice President - The Vice President shall assist the President and shall perform the duties of the President in his/her absence. He/she shall act as chairman of the Ways and Means Committee and shall serve as a member of the Finance Committee. (c) Secretary - The Secretary shall attend and keep minutes of all meetings, conduct the general correspondence of the Club, and act as Chairman of the Bylaws Committee. (d) Treasurer - The Treasurer shall be the custodian of the funds of the Parent Club and shall make payment in accordance with the budget. Expenses not provided for in the budget shall be incurred and paid only upon orders of the Board of Directors. He/she shall keep full and accurate accounts and shall present the financial statements at the regular meetings of the general membership and Board of Directors. He/she shall serve as chairman of the Finance Committee and as a member of the Ways and Means Committee. He/she shall make available for review all financial records in July of each year. The books and financial records shall be open for inspection by any member of the Parent Club. He/she shall turn over to his/her successor all books and financial records. The Treasurer is discouraged from participating in the collection, counting, and depositing of Parent Club funds and shall not be a signatory on Parent Club bank accounts. (e) Assistant Treasurer - The Assistant Treasurer shall oversee the collection, counting, and depositing of Parent Club funds in accordance with Panama-Buena Vista Union School District guidelines. Members of the Board may serve a dual role as an Assistant Treasurer. (f) Nominating Committee Chairman - The Nominating Committee Chairman shall call meetings of the Nominating Committee for the purpose of selecting candidates for the officers and forthcoming Nominating Committee for election at the Spring general membership meeting. He/she shall be responsible for placing the slate of candidates as nominated on a notice announcing the Spring general membership meeting. The Nominating Committee Chairman shall vote only in case of a tie. (g) Parliamentarian - The preceding year's President shall act as advisor to the new President. If the Past President is unavailable, then the current President shall appoint someone to fill the position of Parliamentarian. Section 5. Vacancies: Vacancies among the officers and the Nominating Committee may be filled for the unexpired portion of the term by a majority vote of the Board of Directors. Section 6. Removal from Office: An officer may be removed from office by a majority vote of the Board of Directors. Section 7. Executive Committee: There shall be an Executive Committee, composed of the officers, whose duty shall be to prepare the matters of business for the Board of Directors meetings. It shall have emergency powers of the Board of Directors between meetings. All actions of the Executive Committee taken between meetings of the Board of Directors shall be submitted to the Board of Directors for ratification at its next meeting. 2
ARTICLE VII BOARD OF DIRECTORS Section 1. Composition: The Board of Directors shall consist of the officers, the Chairmen of the standing committees, and the Advisor, who shall serve as an ex-officio member. Section 2. Duties: The Board of Directors shall have general charge and control of the affairs, funds, and property of the Laurelglen School Parent Club. It shall present to the general membership all major expenditures on proposed projects for ratification. Section 3. Meetings: The Board of Directors shall hold regular monthly meetings from September through June as scheduled by the Board. Special meetings may be called by the President and must be called upon request of half of the members of the Board. A joint Board of Directors meeting shall be held before the end of the school year with the board members and the board elect in attendance for the purpose of transferring information and assignments for the coming year. A meeting of the Finance Committee to plan the proposed budget shall be held prior to the first regular meeting of the Board of Directors in September. Section 4. Quorum and Voting: Five board members shall be considered a quorum at a Board of Directors meeting. All matters shall be decided by a majority of those present and voting, except where in conflict with these Bylaws. Section 5. Vacancies: Vacancies among the Board of Directors may be filled by the President with the approval of the Executive Committee. Persons so selected shall serve until the expiration of the original term of office. ARTICLE VIII COMMITTEES Section 1. Chairmen and Terms: Unless otherwise provided in these Bylaws, all committee chairmen shall be appointed annually by the President with the approval of the outgoing and incoming officers. The chairmen shall be appointed for a term of one year. Section 2. Standing Committees: (a) Ways and Means Committee - There shall be a Ways and Means Committee which shall be responsible for the fund raising activities of the Parent Club. The Vice President shall serve as chairmen of this committee, and he/she shall appoint all necessary committee members. All proposed fund raising activities shall be presented to the Board of Directors for its approval. The Ways and Means Committee chairmen shall assist the Treasurer in preparation of the annual proposed budget. (b) Finance Committee - There shall be a Finance Committee whose functions shall be to advise the Board of Directors on financial matters and to prepare an annual proposed budget for presentation to the Board of Directors for approval at the regular meeting in September and to the general membership for adoption. This committee shall consist of the Treasurer, who shall serve as the chairman, the Assistant Treasurer, the Vice President-Chairman of the Ways and Means Committee, and two members appointed by the chairman. (c) Nominating Committee - There may be a Nominating Committee whose function shall be to prepare a slate of candidates for election to the Parent Club's various elected offices and forthcoming Nominating Committee. The Committee may be comprised of the chairman and five voting members. The Nominating Chairman shall obtain permission from each candidate before the candidate becomes a member of the slate. The Nominating Committee may also keep a list of suggested candidates to fill appointive chairmanships. During the month of January, the chairman may publicize the forthcoming Parent Club elections. The committee may meet in February to prepare a proposed slate and present the slate to the Board at the March regular meeting. The proposed slate of officers and notifications of the forthcoming election shall be posted one week prior to the scheduled Spring general membership meeting. (d) Volunteer Coordinating Committee - There may be a Volunteer Coordinating Committee whose function shall be to survey parents at the beginning of the year regarding their volunteer preferences, and compile and provide volunteer information to appropriate Committee chairmen. (e) Membership Committee - There shall be a Membership Committee whose functions shall be to conduct an annual and continuing enrollment of members and to keep an accurate record of the membership of the Parent Club. This committee may contact and welcome parents of newly enrolled students, and extend an invitation to the next meeting of the Parent Club. 3
(f) Bylaws Committee - There may be a Bylaws Committee whose functions shall be to make a complete study of the Bylaws during the summer; to present recommendations for proposed amendments to the bylaws to the Board of Directors in September; and to update, print, and distribute revised Bylaws to the Board of Directors, and to the general membership. The committee shall consist of the Secretary, who shall act as chairman, and two members appointed by the chairman. (g) Hospitality Committee - There shall be a Hospitality Committee whose functions shall be to provide refreshments at meetings when requested. This committee shall serve as official hosts for all Parent Club functions. (h) Noon Sales Committee - There shall be a Noon Sales Committee whose function shall be to organize noon sales. (i) School Spirit Sales Committee - There shall be a School Spirit Sales Committee whose function shall be to purchase, organize and sell school spirit items. This committee shall also be responsible for redesigning spirit items, when necessary, and presenting proposed design changes to the Board of Directors for approval. Section 3. Special Committees: Special Committees shall be appointed by the President with the approval of the Board of Directors, which shall designate their powers and term of the committee's appointment. Section 4. of Directors. Removal of Chairman: A chairman of any committee may be removed from office by a majority vote of the Board Section 5. Committee Notebooks: Notebooks outlining the duties and responsibilities of the various committees, as well as other pertinent information, shall be prepared and given to the committee chairman. The procedures outlined in these notebooks shall be used by the committees in performance of their duties and shall not be changed without prior approval of the Board of Directors. The notebooks shall be handed down to the successive committee chairman. ARTICLE IX AMENDMENTS TO THE BYLAWS AND RULES OF ORDER Section 1. Amendments to the Bylaws: (a) The proposed amendments to the Bylaws recommended by the Bylaws Committee and approved by the Board of Directors shall be submitted in writing to the general membership prior to a general membership meeting and may thereupon be passed by a majority vote of the general members present and voting. (b) The Bylaws may also be amended by a majority vote of the members present and voting at any general membership meeting during the year, provided prior notice in writing of the proposed amendment is given by the Board of Directors to the general membership. (c) New amendments will be effective immediately upon their adoption. (d) Minor changes in these Bylaws for clarification, consistency, grammar, etc., may be made by the Board of Directors, provided that no policy is involved. Section 2. Rules of Order: The current edition of Robert's Rules of Order Newly Revised shall be the parliamentary authority for all matters and procedures not specifically covered by these Bylaws. ARTICLE X FISCAL POLICIES Section 1. Fiscal Year: The fiscal year of the Parent Club shall be from July 1 to June 30. Section 2. Audits: The books and accounts of the Parent Club shall be audited annually in July of each year, by Panama- Buena Vista Union School District personnel. The Treasurer shall attend the District s Treasurer s Training/Meeting in the Fall, and report any findings from the District to the Board of Directors at the next regular meeting. If the Treasurer is unable to attend the District Meeting, he/she will notify the Board of Directors, in order that a suitable representative may attend in the Treasurer s place. Section 3. Expenditures: (a) A vote by the membership, to be taken at the Fall General Membership meeting, is mandatory on the annual budget of the Parent Club. 4
(b) An annual proposed budget, prepared by the Finance Committee, shall first be submitted, for changes and ratification, to the Board of Directors at the first regular board meeting of the school year. Thereupon, it shall be presented to the General Membership for discussion, approval, and mandatory vote. The budget shall set forth the fund raising activities planned for the year and the allocation of funds already available or to be raised during the year. All unbudgeted expenditures must be approved by the Board of Directors. All unbudgeted expenditures in excess of five hundred ($500) dollars must be approved by the Board of Directors and the general membership. Section 4. Dissolution: In the event of dissolution of the Laurelglen School Parent Club, its assets shall be distributed to its successor organization or to Laurelglen School, as decided by the vote of the general membership; but in no case shall any of its assets revert to its individual members. Adopted: September 1985 Revised: August 1989 Revised: September 1990 Revised: March 7, 1995 Revised: March 2004 Revised: May 2011 5