Junction Elementary Parent Teacher Club
~ Bylaws ~
Article I, Name
The name of this organization shall be Junction Elementary School Parent Teacher Club, hereinafter referred to as Junction Elementary PTC (or PTC).
Article II, Declaration
Junction Elementary PTC makes the declaration that our bylaws are our main and only organizing document which has been approved by the governing body of our organization. These bylaws serve as our organization’s constitution and were formally adopted on Wednesday October 1, 2008.
Article III, Objectives
The PTC is organized for the purpose of supporting the education of children at Junction Elementary by fostering relationships among the school, parents and teachers.
Article IV, Policies
Section A: This PTC shall be educational, non-partisan, non-profit and non-commercial. It shall not endorse anyone for office.
Section B: The PTC shall seek neither to direct nor to control administrative activities of the school.
Section C: Funds raised by the PTC each year must be dispersed or encumbered by the end of the school year or those funds shall revert to the PTC general fund.
Section D: This organization shall not attempt to influence legislation. The PTC shall not participate or intervene in any political campaign (including the publishing or distribution of statements) on behalf of any candidate for public office.
Section E: The property of this PTC is irrevocably dedicated to charitable purposes. Income or assets of this organization shall not inure to the benefit of any board member or to the benefit of any private person. PTC can contract with individuals or companies to provide services.
Section F: The PTC does not discriminate on the basis of race, creed, color, gender, religion, sexual orientation, disability or national origin.
Article V, Membership
Section A: Qualifications: Any parent or guardian of a pupil attending Junction Elementary School and any teacher interested in serving the interests of the school shall be eligible to become a member of the PTC.
Section B: Admission: Members shall be accepted at any time during the school year.
Section C: Voting Rights: Each membership carries with it the right to vote at general meetings.
Section D: Liability: No member will be personally liable for the debts of this organization.
Article VI, Parent Teacher Club Board
Section A: Number and Composition: The PTC Board shall be a combination of an Executive Board, consisting of six (6) elected Executive Officers, one (1) administrative member, and a General Board consisting of elected event / activity chairpersons as defined in Section I below.
Section B: Manner of Selection and Terms of Office:
Board position applications will be submitted in April for the following school year. Interested parties can submit their interest to firstname.lastname@example.org and a single slate of officers/chairpersons will be presented at the May meeting for approval. In the event there are multiple persons applying for 1 Board position, the parties can choose to co-chair the position or have a general vote.
The members of the PTC Board are to be elected for a term of one (1) year by the general membership at the spring meeting (or paper ballot containing statements from the candidates for each office), and shall take office on the first day of July. The term of office for the organization period of the PTC shall be July 1, 2008 through June 30, 2009. Board members may be re-elected for the 2009-10 school year.
** The term of office for the organization period of the PTC shall be July 1, 2008 through June 30, 2009. Board members may be re-elected for the 2009-10 school year.
Section C: Authority: The PTC Board is subject to the votes taken at Membership meetings and none of the actions of the PTC Board shall conflict with those taken by the PTC as an organization.
Section D: Qualifications: Any member of the PTC may be elected to the Board.
Section E: Vacancies: Any vacancy occurring on the PTC Board by reason of resignation, disability, death or disqualification of a Board member may be filled until the next annual meeting by a majority vote of the remaining members of the PTC Board.
Section F: Powers and Duties: The PTC Board shall have full charge of the property and business of the organization with the full power and authority to manage and conduct the same. The PTC Board shall plan and direct the work necessary to carry out the purpose of the Junction Elementary PTC in the manner consistent with established school policies. All members of the PTC Board, with the exception of the administrative officer, shall be voting members. The PTC Board shall create and designate committees as it may deem necessary.
Section G: Additional Board Member Stipulations: PTC Board members may not be related by blood or marriage or reside in the same household as other authorized signers for the PTC’s financial accounts. A PTC Board position may be shared by more than one person, with the exception of the Treasurer and administrative officer. General Board members may hold multiple chairperson positions at one time.
Section H: Executive Board: The Executive Board shall be comprised of both elected and appointed officers to include (but not limited to) the following members:
Creates master calendar; Creates master budget; Provides program funding details; Runs meetings (Board and general); Coordinates the work of the Executive Officers, chairpersons, and committees; Consults on all events and fundraisers; Serves as the Principal and parent liaison.
- Communication Officer
Manages Gmail account; Maintains and updates the website, and social media accounts; Provides regular email updates to membership; Sends emails out for volunteer needs; Sends notices and event information out to surrounding community areas such as RCONA, Nextdoor, Westpark Neighborhood Association, and 55+ neighborhoods.
Takes minutes at all Board meetings; Posts minutes to Gmail account; Provides Communication Officer with all meeting minutes and master calendar updates to add to the website; Ensures board is following bylaw/Parliamentary procedure; Writes thank you notes.
Oversees master budget; Provides monthly account tracking; Manages spend spreadsheet; Handles all aspects of the bank account (checkbook and backup); Manages all paying accounts (e.g. website, etc).
- Head Art Docent
Runs the Art Docent Program; Responsible for Evening of the Arts Event; Coordinates District Office Art Display/Events; Handles supplies and oversees the dedicated art room.
- Room Parent Coordinator
Manages and coordinates room parents; Holds kick off orientation meeting at the start of the school year; Coordinates a teacher information sheet for possible gifts; Assists with getting information and coordinating for events that require classroom participation (e.g. school wide Carnival, Jaguar Jam, etc).
- Administrative Officer
Advisor representing the Junction Elementary faculty and staff; Implements school budget/goal sheet; Serves as the teacher liaison. Junction Elementary School Principal should serve in this role.
Section I: General Board: The General Board may be comprised of elected chairpersons to include (but not limited to) the following members:
- Carnival Chair(s)
Arranges and organizes student leadership volunteers; Arranges for food trucks, lighting, bounce houses, and other entertainment; Works closely with the Executive Officers, especially the Room Parent Coordinator, for volunteer assistance and planning; Assists with creating promotional materials.
- Daughter’s Night Out Chair
Creates a theme; Organizes and coordinates committee of volunteers; Arranges for a venue, entertainment (e.g. DJ, photographer, etc) and food/beverage; Assists with creating promotional materials.
- Dine-Outs Chair
Schedules Dine-Out dates (3 or more per year); Assists with creating promotional materials; Communicates with the board and assists with getting teacher participation if/when needed.
- Field Day Chair
Works with P.E. teachers and Room Parent Coordinator to provide numerous volunteers for the event which takes place during school hours; Acts as the point of contact for all volunteers; Secures popsicles for all students.
- Hands Free Fundraising Chair (e.g.Box Tops/Benefit/Amazon Smile/etc)
Creates and distributes materials explaining and promoting the various programs to parents and teachers
throughout the year (e.g. Box Tops/eScrip/Benefit/Amazon Smile); Cuts and submits Box Tops throughout the year.
- Junction Jaguar Jam Chair
Works closely with the Executive Officers, especially the Room Parent Coordinator, to coordinate volunteer assistance; Organize prizes/rewards; Assists with creating all promotional materials.
- Luau Chair
Arranges for food/beverage (e.g. food trucks) and entertainment of choice; Assists with creating all promotional materials.
- Parents’ Night Out Chair(s)
Schedules, plans, and organizes a committee for a night out for parents (e.g. Evening in Monte Carlo, social/happy hour); Assists with creating promotional materials.
- Popcorn Fridays Chair
Determines frequency of Popcorn Fridays; Organizes volunteers to help bag and sell popcorn; Assists with creating promotional materials.
- Skate Nights Chair
Schedules five Skate Night dates; Coordinates receipt of Roller King event stickers; Organizes treats or contests for attendance; Assists with creating promotional materials.
- Son’s Night Out Chair
Creates a theme; Organizes and coordinates a committee of volunteers; Arranges for a venue, entertainment (e.g. photographer, etc) and food/beverage; Assists with creating promotional materials.
- Teacher/Staff Appreciation Week (TAW) Chair
Promotes, plans, and executes Teacher/Staff Appreciation Week; Works closely with the Executive Officers, especially the Room Parent Coordinator, to coordinate and be a contact point for numerous parent volunteers; Arranges for food and/or beverage treats (e.g. “coffee cart” etc) throughout the year in appreciation for the staff; Assists with creating all promotional materials.
Section J: Meetings: The PTC Board may hold monthly meetings throughout the school year. Dates of the meetings will be determined at the beginning of the school year. Additional meetings may be held at the discretion of the President with a minimum of 5 days notification to all PTC Board members. Summer meetings may be held at the discretion of the President. PTC Board meeting dates shall be posted at the school site no less than 5 days prior to meetings, and PTC Board meeting minutes shall be posted on the website no more than 5 days following the meeting.
Section K: Board Voting: Only PTC Board members may vote on issues brought before the PTC Board. Voting may occur at regular Board meetings, or electronically over email and/or text. A minimum of four Executive Officers must vote to reach a verdict. Every PTC Board position carries one vote. If two or more people are sharing a position, they collectively cast one vote. One exception to this rule is if one person holds multiple positions, that person would be restricted to one vote. Voting outcome is determined by a simple majority of those casting votes.
Article VII, General Meetings
Section A: Fiscal Year: The fiscal year of the Junction Elementary PTC shall commence on the first day of July each year.
Section B: Budget: A budget for the current year shall be submitted by the President and Treasurer to the PTC Board Members for adoption at the first meeting of the school year.
Section C: Meetings: Notifications of general meetings shall be posted at the school site 5 days prior to the meeting, and general meeting minutes shall be posted on the website no more than 5 days following the meeting.
Article VIII, Club Funds and Assets
Section A: Handling of Funds: There shall be a minimum of two (2) PTC Board members or one (1) PTC Board member and a committee chair or person designated by the President present when funds are collected, counted, and prepared for deposit. The Treasurer is excluded from the initial counting of funds. Once funds are prepared for deposit the Treasurer shall be notified to pick up the deposit. Checks may be written by the President and/or Treasurer and must be approved by another Executive Officer before being distributed.
Without exception, No PTC Board member may sign a check for personal reimbursement.
Reimbursements many only be issued by the President and/or Treasurer after PTC Board approval.
Only PTC Board members or individuals specifically designated by the PTC Board for a specific event (e.g. Carnival, Jaguar Jump Start, etc) shall handle, count, or recount moneys before funds are turned over to the Treasurer for deposit.
Verification of Deposit forms must be completed by the PTC Board members counting receipts.
Section B: Audit: PTC finances, as recorded by the Treasurer, will undergo no more than one audit per year, and an audit will only be completed if there is a compelling reason (e.g dramatic change to the group’s financials, request by major donor, etc). An auditor must be appointed by the President and approved by the PTC Board. If an audit is conducted, the results of the audit of the prior year shall be presented to the PTC Board at the first Board meeting of the school year.
Section C: Disposition of Assets: Any materials and / or equipment purchased as a result of PTC fund raising by any parent, teacher, or administrator becomes the property of Junction Elementary School and is not for the personal use of that parent, teacher, or administrator.
Article IX, Amendments
Section A: Amendments: These bylaws may be amended by a two-thirds vote of the members present at any meeting of the board.
Article X, Authorization
Section A: Authorization: The Parent Teacher Club shall exist at the invitation of Junction Elementary School.
Article XI, Termination
Section A: Termination: If at any time the PTC does not function in the best interest of Junction Elementary School, the Parent Teacher Club may be dissolved. In this event any funds remaining in the Club treasury shall be used for student welfare within the school.
Article XII, Parliamentary Authority
The rules contained in the current edition of Robert’s Rules of Order shall govern meeting procedures of the Junction Elementary PTC. (See Exhibit A)
Article XIII, Misc. Regulations
Section A: Two PTC Board members shall inventory all PTC supplies (e.g. T-shirts, sweatshirts) at least twice yearly. (Aug/Sept. and May/June).
Section B: The membership list/directory of the PTC shall be for the exclusive use of the organization and shall not be available for distribution or purchase by any other organization or commercial entity.
Section C: Copies of all deposits are kept in the Treasurer’s Binder. An deposit spreadsheet is available electronically.
Section D All business sponsorships will be reviewed and approved by the Board.
History of Revisions to Bylaws
October 1, 2008: Bylaws formally adopted.
May 10, 2011: Change to remove officer term limitations.
April 10, 2018: Major revisions to board positions, including: Creating two PTC Board sub-groups (Executive and General); Removal of VP of Events and VP of Fundraising Board roles; Adding 14 Event / Activity Chairperson Roles; Eliminated membership dues requirement; Minor revisions including formatting, clarifications, grammar; Bylaws document converted to Google Docs.
May 7, 2019: Removed Popsicle Party Chair board position; Renamed Purchase Program Chair to “Hands Free Fundraising Chair” and combined with Box Top Chair board position; Removed “Jog-A-Thon” wording from Jaguar Jam Chair position description.
September 9, 2019: Added Board nomination and selection process; Removed coordination of fund counting from Treasurer position description; Removed of “watercolor art program” in Art Docent position description; Removed school administrator approval of all communications, revised deposit records keeping procedures and added Board review/approval of business sponsors in Misc Regulations.
April 28, 2020: Updated Hands Free Fundraising Chair position description; Updated Daughters Night Out and Sons Night Out Event Chair titles