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Parent Club - Bylaws

ARTICLE I – NAME

The name of this organization is the Scotts Valley High School (SVHS) Parent Club, located in the city of Scotts Valley, California

 

ARTICLE II – PURPOSES

Section 1
The mission of the Scotts Valley High School Parent Club is to promote the welfare of its students, faculty, and staff by fostering a closer relationship between the home, the school, and the community.

Section 2 
This parent club is organized exclusively for the charitable, scientific, literary, or educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future Federal tax code (hereinafter referred to as the “Internal Revenue Code”).

 

ARTICLE III – BASIC POLICIES

The following are basic policies of the SVHS Parent Club:

a. The SVHS Parent Club (hereinafter referred to as “the organization”) shall be noncommercial, nonsectarian, and nonpartisan.

b. The name of the organization or the names of any members in their official capacities shall not be used to endorse or promote a commercial concern or in connection with any partisan interest or for any purpose not appropriately related to promotion of the objects of the organization.

c. The organization shall not – directly or indirectly – participate or intervene (in any way, including the publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office; or devote more than an insubstantial part of its activities to attempt to influence legislation by propaganda or otherwise.

d. The organization shall work with the school to provide quality education for all SVHS students and shall seek to participate in the decision-making process establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people to boards of education.

e. No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, directors, trustees, officers or other private persons except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered, following procedures stated in Article VIII, Section 2.b, and to make payments and distributions in furtherance of the purposes set forth in Article II hereof.

f. Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on by an association exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code, or by an association, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code.

g. Upon the dissolution of the organization, after paying or adequately providing for the debts and obligations of the organization, the remaining assets shall be distributed to one or more nonprofit funds, foundations, or associations which have established their tax exempt status under Section 501(c)(3) of the Internal Revenue Code.

h. Allocating resources: when a proposal is made for the organization to support a particular endeavor, the following should be considered:

1. Does it benefit the whole school or a large segment of the school?

2. Is it consistent with the purpose of Parent Club: to foster the welfare of students, faculty and staff and to promote charitable, scientific, literary or educational purposes? (see article II)

3. Is a targeted fundraiser appropriate? (targeted fundraisers seem to be more successful than general Parent Club fundraisers)

4. Is this organization the best one to address the need?

5. Because resources are limited, we sometimes have to select only the requests with the greatest anticipated impact.

ARTICLE IV – MEMBERSHIP AND DUES

Section 1 
The organization shall conduct an annual enrollment of members, but may admit persons to membership at any time.

Section 2 
Each member of the organization shall pay annual dues as established by the Executive Board.

 

ARTICLE V – OFFICERS AND THEIR ELECTION

Section 1
Each officer of the organization shall be a current SVHS parent or a parent of a student within the previous four years. Officers may serve an unlimited number of terms, subject to election by the general membership or board.

Section 2
Officers of the organization, which comprise the Executive Board, shall be a president or co-presidents, vice presidents, secretary, treasurer, and parliamentarian.  The roles and titles of the Vice Presidents shall be established by the current needs of the organization at the time of nominations and elections.  They may include VP of fundraising, membership, academics, arts, volunteers, athletics, etc.  These officers shall be elected annually with the exception of the parliamentarian, who shall be appointed by the president or co-presidents and ratified by the process stated in Section 7 below.  No one person shall hold more than one Executive Board position simultaneously.  Hereinafter, the word "president" shall mean "president or co-presidents", whichever applies.

Section 3
a. Nominations for office shall be made by a nominating committee which shall be appointed by the Executive Board and approved by the organization at least one month prior to the annual election meeting. The committee shall serve until the annual election meeting. Nominations may also be made from the floor.

b. The nominating committee shall be composed of at least two members of the organization.

c. Only those persons who are eligible and who have signified their consent to serve if elected shall be nominated for or elected to office.

Section 4
Election shall be held at the annual meeting in May. Election shall be by voice vote unless contested, in which case the method shall be ballot or show of hands, whichever is appropriate, and the secretary shall record the vote.

Section 5
Officers shall serve for a term of one year or until their successors are elected unless agreed to by the Executive Board. Officers shall assume their duties on July 1.

Section 6 
A vacancy occurring in any office shall be filled for the unexpired term by a person elected by the Executive Board. Election to fill a vacancy shall require a majority vote of the Executive Board.

Section 7 

After the May meeting and before the first meeting of the academic year, the president-elect shall create a list of the names and titles of Executive Board members and committee chairs.  The president-elect will send a copy to board members, committee chairs and a courtesy copy to the Principal. A copy will be listed in the minutes of the first meeting of the new academic year as well as being posted on the website.

Section 8
If an office remains unfilled after election, it shall be considered a vacant office to be filled by the Board-elect.

ARTICLE VI – DUTIES OF OFFICERS

Section 1
The president shall:

a. Coordinate the work of officers and committees of the organization in order that the objects may be promoted.

b. Preside at all meetings of the organization and the Executive Board.

c. Be a member ex officio of all committees.

d. Appoint the parliamentarian and committee chairs, subject to procedures described in Article V, Section 7 and Article IX, Section 2.

e. Sign all warrants.

f. Perform such other duties as may be prescribed in these bylaws or assigned to her/him by the organization.

g. Have all newsletters, flyers, and/or notices approved by the principal prior to distribution.

Section 2 
The vice president(s) shall:

a. Act as aid(s) to the president and perform the duties of the president in the absence or disability of that officer to act.

b. Perform such other duties as may be delegated by the president.

Section 3
The secretary shall:

a. Keep an accurate record of the proceedings of all meetings of the organization and the Executive Board.

b. Be prepared to refer to minutes of the previous six meetings.

c. Record all expenditures in the minutes.

d. Keep a current copy of the bylaws and standing rules. Conduct all necessary correspondence of the organization upon authorization of the president, Executive Board, or committee chairs.

e. Post notices of general meetings and Executive Board meetings.

f. Perform such other duties as may be delegated to the secretary.

Section 4 
The treasurer shall:

a. Keep such permanent books of account and records as shall be sufficient to establish the items of gross income, receipts and disbursements of the organization, including specifically, the number of members and the dues collected from the members. Such books of account and records shall at all reasonable times be open to inspection by an authorized representative of SVHS.

b. Receive all moneys for the organization, giving a receipt therefor, and deposit them in the name of the association in a bank approved by the Executive Board.

c. Receive and retain a copy of the deposit slip for any deposit made.

d. Pay all bills as authorized by the Executive Board or the organization on receipt of warrants signed by the president.

e. Secure two signatures on all checks. Any two of the following are authorized to sign: the treasurer and any Executive Board member who is a signatory on file at the bank.

f. Keep an accurate record of receipts and disbursements in a ledger which is a permanent record of this organization.

g. Keep the membership informed of expenditures as they relate to the budget adopted by the organization.

h. Present a statement of account at every meeting of the organization and the Executive Board and at other times when requested by the organization.

i. Make an annual financial report to the organization, which includes gross receipts and disbursements for the year, to be presented at the September meeting.

Section 5 
The parliamentarian shall:

a. Attend all meetings of the organization and of the Executive Board and give necessary advice in parliamentary procedure when requested.

b. Chair the bylaws committee and review bylaws and standing rules by November of each year. The bylaws committee shall consist of the president, parliamentarian and any other members expressing interest.

c. Give the secretary a copy of the duties listed in section 3 and the treasurer a copy of the duties listed in section 4 of this article by November of each year.

Section 6 
All officers shall perform the duties prescribed in the current edition of Robert’s Rules of Order Newly Revised in addition to those outlined in these bylaws and those assigned from time to time. Upon the expiration of the term of office or in case of resignation or termination, each officer shall turn over to the president, without delay, all records, books and other material pertaining to the office and shall return to the treasurer, without delay, all funds belonging to the organization.

ARTICLE VII – GENERAL MEETINGS

Section 1 
Meetings of the organization shall be held monthly during the school year unless otherwise ordered by the organization or the Executive Board. Special meetings may be called by the Executive Board upon notice posted at least three days before the meeting date.

Section 2 
The organization meeting in May shall be the annual election meeting at which time officers shall be elected.

Section 3 
The privilege of making motions, debating, and voting shall be limited to members of the organization who are present and whose dues are paid.

Section 4 
A quorum for the transaction of business in any meeting of this organization shall consist of 3 board members and/or chairpersons.

ARTICLE VIII – EXECUTIVE BOARD

Section 1
The Executive Board shall consist of officers of the organization as outlined in Article V, Section 2.

Section 2
The Executive Board:

a. Shall transact necessary business between meetings of the organization and such other business as may be referred to it by the organization.

b. May authorize payment of routine organizational bills within the limits of the budget adopted by the organization. Other bills and requests for money must be presented at general meetings of the organization for approval.

c. Shall create committees as are deemed necessary to promote the objectives of the organization.

d. Shall fill all vacancies in office, including that of the president.

e. Shall present a report at the general meetings of the organization.

f. Shall receive a financial report from the treasurer at each meeting.

g. Although not members of the Executive Board, committee chairs are invited to attend Executive Board meetings.

Section 3 
Special meetings of the Executive Board may be called by the president and/or must be called upon the request of a majority of members.

Section 4 
A quorum for the transaction of business in any meeting of this organization shall consist of 3 board members and/or chairpersons.

Section 5

In the exceptional event that two or more board members feel it is imperative to conduct an email vote, the following guidelines apply:

a. The question shall be sent to all board members via email with a defined period set aside for discussion, perhaps 48 hours.  During this period, board members may attempt to convince others to their point of view with no votes taken.  Board members will be careful to “reply all” so everyone is included.

b. After the discussion period is over, a clear motion must be made and seconded.  At that point members may email their votes in.  If the vote passes, the secretary shall include a record of the vote in the next month’s meeting minutes.

c. If the discussion is too intense, contentious or too difficult to follow, the president may table the question until the next meeting.

ARTICLE IX – COMMITTEES

Section 1 
There shall be such committees created by the Executive Board as may be required to carry on the work of the organization.

Section 2 
The chairs of committees shall be appointed by the President subject to the approval of the Executive Board and ratification by the organization.

Section 3 
The terms of office of committee chairs shall be one year or until successors have been appointed.

Section 4 
The committee chairs shall present plans of work to the Executive Board for approval. No work shall be undertaken without the consent of the Executive Board.

Section 5 
Each committee chair shall keep written records and budgets of all activities.

Section 6
Upon the expiration of the term of office or in case of resignation or termination, each committee chair shall turn over to the president, without delay, all records, books, and other material pertaining to the committee and shall return to the treasurer, without delay, all funds belonging to the organization.

Section 7
The organization and the Executive Board each have the power to create special committees in order to carry out specific programs and projects.

Section 8 
The committee chairs and members of special committees shall serve until their assignments have been completed.

ARTICLE X – ARTICLES OF ORGANIZATION AND BYLAWS

Section 1 
The “articles of organization” comprise these bylaws, which are from time to time amended by the Executive Board and approved by the general membership as outlined in Article XIII. In the absence of separate articles of association, these bylaws shall be deemed to be the articles of association. In the event of any conflict between these bylaws and the articles of association, these bylaws shall govern.

Section 2 
General Parent Club Meeting Minutes may be approved at an Executive Board Meeting and Executive Board Minutes may be approved at a General Parent Club Meeting. Minutes may be corrected at any time by a motion, second and majority vote. At each meeting, the secretary shall have available the previous six months’ minutes for reference. Any objections to approved minutes will be appended to the minutes.

ARTICLE XI – FISCAL YEAR AND IRS NUMBER

Section 1 
The fiscal year of the SVHS Parent Club shall begin July 1 and end June 30.

Section 2 
The Internal Revenue Service Employer Identification (E.I.) number of the SVHS Parent Club is 77-0505733

ARTICLE XII – PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern this organization in all cases in which they are applicable and in which they are not in conflict with these bylaws.

ARTICLE XIII – AMENDMENTS

These bylaws may be amended by a two-thirds (2/3) vote of the general membership present at any general meeting, provided notice has been given at the previous general meeting, or notice posted within twenty-five (25) days.

 

* Note:  This updated version of the Parent Club Bylaws was approved at 1/21/15.  A copy of the 12/11/06 version can be found following the 1/15/14 minutes.  A copy of the 1/15/14 version can be found following the 1/21/15 minutes.