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, any teacher or any adult 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 upon payment of annual due of $10 per family.
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 Executive Board
Section A: Number and Composition: The PTC Board shall consist of nine (8) elected officers and two (1) administrative members.
Section B: Manner of Selection and Terms of Office: The members of the 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. A single slate of officers shall be presented by the nominating committee at the spring meeting. Nominations for the board positions may be submitted from the floor prior to the election. (2) An addendum as of May 10, 2011 all time limitations will be lifted for all positions of the PTC for terms of office.
** The term of office for the organization period of the PTC shall be July 1, 2008 through June 30, 2009. Board members may be reelected for the 2009-10 school year.
Section C – Authority: The Board is subject to the votes taken at Membership meetings and none of the actions of the 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 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 Board.
Section F – Powers and Duties: The 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 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 Board shall be voting members. The Board shall create and designate committees as it may deem necessary.
Section G – Board Members: 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.
Section H – The Board shall be comprised of both elected and appointed officers to include (but not limited to) the following members:
- President – The President oversees all of the PTC board positions. Ensures on track for events, goals and budget. Runs all meeting.
- VP of Communication – Manages the website for Junction, does the school emails and works with the office staff on Friday folder content. Sets up volunteers and crossing guard duties. Does the social media and community involvement.
- VP of Fundraisers – Responsible for overseeing the committees (i.e.: skate nights, membership drive, dine out nights). Oversees fundraiser committees.
- VP of Events – Coordinate committees on school functions and is the main contact for committee heads.
- Secretary – Takes minutes at all the meetings, updates the bylaws. Manages master calendar and sends out board birthday cards.
- Treasurer – Provides monthly account tracking, manages spend spreadsheet, and oversees master budget. Also, does the receipt organization and taxes.
- Head Art Docent – Manages all art programs and coordinates volunteers and training. Also, organizes The Evening of the Arts and works with the community library with displays and events.
- Room Parent Coordinator – Manages room parents and holds a kick off meeting at the start of the year. The RPC also does teacher appreciation week as well as teacher luncheon for conference week. Assists with getting information and coordination for events that require classroom participation (ie: books and beyond).
- Staff Advisor – Implements school budget/goal sheet, teacher liason.
Section I: Meetings: The 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 Board members. Summer meetings may be held at the discretion of the President. Only Board members may vote on issues brought before the Board. Board meeting dates shall be posted at the school site no less than 5 days prior to meetings.
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 – Dues: Dues shall be payable annually. The dues shall be the same for each family. The amount of dues for the following year shall be set at the spring meeting of each year.
Section C – Budget: A budget for the current year shall be submitted by the Board to the General Membership for adoption.
Section D – Meetings: Notifications of general meetings and Board Meetings shall be posted at the school site 5 days prior to the meeting.
Article VIII, Club Funds and Assets
Section A – Handling of Funds: There shall be a minimum of two (2) Board members or one (1) 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 issued by the PTC must be cosigned by two of the following: President, Vice President, Secretary, Treasurer and Principal.
Without exception, No Board member may sign a check for personal reimbursement.
All requests for reimbursement, or check request must be presented at the monthly Board meeting for approval of the Board, and signed by the President or Vice President and Secretary.
Only Board members or individuals specifically designated by the Board for a specific event (e.g. Book Fair, Fund raising events, Roundup 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 Board members counting receipts.
Section B – Audit: Each year there shall be an annual audit of Club finances as recorded by the Financial Secretary and / or Treasurer by an auditor appointed by the President and approved by the Board. Results of the audit of the prior year shall be presented to the 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 by-laws may be amended by a majority vote of the members present at any regular meeting.
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 Board members shall inventory all PTA supplies (e.g. T-shirts, sweatshirts) at least twice yearly. (Aug/Sept. and May/June).
Section B: Written reports of all programs or events shall be turned into the President by committee chairpersons within two weeks of said program.
Section C: 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 D: All flyers, newsletter or communications must be approved by a school administrator before distribution.
Section E: Copies of all deposits shall be maintained in a file in the school office.