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Parent Communication Council By-Laws

2016-2018

Mission Statement

It is the mission of the Annie Sullivan Parent Communication Council (PCC) to promote and enhance the educational and social environment of the school, which will benefit the children, the school, and the community. The PCC further strives to provide opportunities for open communication among parents, teachers and administrators.

Meetings

Meetings will be held monthly throughout the year. The dates and times of upcoming meetings will be published in the PCC newsletter and on the Annie Sullivan PCC Web Site.

General Membership

Membership will consist of parents and or guardians, teachers and administrators of the Annie Sullivan Middle School.

Voting Membership

Voting members consist of parents and or guardians of students of the Annie Sullivan Middle School.

To hold a vote at a general meeting, a simple majority vote of the members present at any meeting shall be required for all action to be taken by the PCC.

At any time upon the request of the membership, a paper ballot may be used. The votes will by tallied by the Treasurer or one of the Board Officers if Treasurer is not present.

Executive Board

The Executive Board will be elected from the voting membership. The Executive Board will work in collaboration with the general membership and seek input from the administration to determine how the mission of the PCC can best be realized. The Executive Board has the ability to act on certain matters not requiring a vote from the voting membership, but requiring prompt action between meetings.

The Executive Board will consist of:
  • 2 Co-Presidents (2 year staggered term, if possible)
  • 1 Treasurer (1-2 year term) or 2 Co-Treasurers (1-2 year term)
  • 2 Secretaries (1-2 year term)
    • 1 Corresponding Secretary (1-2 year term)
    • 1 Recording Secretary (1-2 year term)

Positions may be added at the discretion of the general membership with discussion and vote. The building Principal will be included as advisor in all administration issues that affect the Annie Sullivan Middle School.

Nominations

Any member may make a nomination. Nominations should preferably be made at the general meeting prior to the election. At the discretion of the Executive Board, a nominating committee may be formed to solicit officers for the Executive Board.

Elections

Elections will take place during one of the last meetings of the school year. The Co-Presidents shall serve consecutive two-year terms, alternately when possible. All other elected officers shall serve a minimum of a one-year-term. The election of officers shall be conducted by ballot. In the event of a vacancy, nominations shall be taken and a special election will be held to fill that vacancy at the next general meeting.

Responsibilities of Officers

Variations of the responsibilities listed below may occur at the discretion of the Board.

Co-Presidents:
  • Be the official representatives of the organization.
  • Preside at PCC meetings.
  • Attend Joint PCC Presidents meetings (or send an officer of the Board if not possible), and report any pertinent information at the next general PCC meeting.~
  • Ensure that elections, presentations of accounts, and budgets are put forward for the appropriate general meeting.
  • Have the ability to disburse funds of up to $300.00 (with a phone vote to the Executive Board) with agreement from the board, providing details at the next monthly PCC meeting.
  • Provide guidance and support when necessary to Committee Chairpersons.
  • Call special Executive Board meetings.
  • Be a signatory on PCC accounts along with the Treasurer.
  • Collect and read all reports submitted by Committee Chairpersons.
  • Ensure that committee chair notes are passed from year to year to provide continuity.
  • Review and approve all requests by school clubs, groups, etc to fundraise at PCC events.

Corresponding Secretary

  • Write and distribute special notices, obtaining approval for all notices to be sent home or items posted on PCC website by ASMS Principal prior to posting or sending home.
  • Write and distribute monthly PCC Newsletter.  Newsletters shall be approved by the PCC Executive Board and School Principal prior to distribution.  Content of the newsletter is limited to PCC/ASMS school events and activities.  At the discretion of the PCC Board, requests for inclusion are subject to review and may be denied.
  • Write and distribute thank you notes when applicable.
  • Receive PCC correspondence and share with appropriate membership.

Recording Secretary

  • Develop a meeting agenda, gathering input from all appropriate parties
  • Record and keep minutes of every general meeting.
  • Have the minutes approved by Co-Presidents and Principal prior to distribution.
  • Maintain the minutes and other important documentation pertaining to the PCC in a file for future use.
  • Keep and maintain current By-Laws and have them available at all PCC meetings
  • Organize and maintain volunteers for Committees and Committee Chairs.
  • Submit Meeting Minutes to Web Page Administrator.

Treasurer(s)

  • Collect, distribute and deposit all money, as needed, with the approval of the Executive Board and/or the general membership.
  • Record all transactions, maintaining a record of all receipts and expenditures.
  • Monitor monthly expense totals for budget compliance.
  • Give a monthly Treasurer's report.
  • Present the projected budget to the full membership by the October general meeting.
  • Give a year-end Treasurer's report at the last general meeting, summarizing all PCC financial activities from the current school year.
  • Be a signatory on the PCC accounts, along with at least one Co-President.
  • All financial records are to be kept by the Treasurer, and brought to all PCC meetings.
  • Provide tax receipts for donations.
  • Ensure the filing of all appropriate documents.

All Funds collected shall be turned over to the Treasurer for deposit. If funds are from a fundraiser then the chairperson shall collect, count, and organize the funds, then complete a deposit form, before turning over such funds to the Treasurer. The Treasurer will then recount all funds and verify records before depositing them into the PCC bank account.

Note: An audit committee will examine the Treasurer's accounts at the end of each school year. This committee will consist of, but not be limited to, two (2) parent volunteers (non-board members) and any board member wishing to attend.

Funding Requests

Anyone seeking funding from the PCC must present a written proposal, in person, at a general PCC meeting and be available to answer questions.  After a proposal is made, a free and open discussion may take place.  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.  Requests for $500.00 or more must be made one meeting prior to a vote.  All proposals should be made in writing with an itemized budget of how the monies will be disbursed.  The dollar amount and how monies will be disbursed will be voted on at the following months meeting.  If timing is an issue, membership must be notified in writing prior to the meeting at which the vote will take place.

If the membership decides during a discussion of the proposal, that more information is needed, the membership may vote to table the discussion until the next meeting. At any time upon the request of the membership, a paper ballot may be used.  The treasurer shall tally the votes.

Solicitation

Any Business or Commercial Interests that wish to solicit the PCC’s participation in fundraising programs that mutually benefit the PCC and the Commercial Interest must submit a Solicitation Proposal Form (see attached) to the PCC Board for consideration.  The Board will review the application and can either decline or present to the general membership for consideration.

By-law Amendments and Revisions

By-laws will be reviewed every two (2) years.  To amend a by-law in the interim, a proposed change must be presented to the general membership one month prior to a vote.  Since we are overdue in reviewing the by laws for 2015, the next review will be in 1 ½ years in April 2018. After that, the by-laws will be reviewed every two (2) years on the even year. By-Laws last reviewed September 2016, voted on and approved November 2017

Next Review April 2018.

 

Annie Sullicvan Middle School
Parent Communication Council (PCC)
Solicitation Proposal Form

This form is to be used for submission of an idea to be proposed for discussion by the board and or general membership of the PCC.~ Information outlined on this form will be reviewed by members of the board to determine further action.~ Please provide specific information and attach documentation as necessary for review.~ If you are requesting presentation time at a PCC meeting, please indicate the meeting date that you are requesting and be aware that your presence is required at that meeting for presentation. Your presentation must be limited to the time assigned to you on the agenda. A copy of this request form will be returned to you after review by the board.

Submission Date:
Summary of idea/suggestion/proposal: (please attach any supporting documentation)

 

 

Are you requesting agenda time at a general PCC meeting:  yes /  no
If yes, date of meeting requested:

Contact

Name:
Phone:
Mailing address:
Email:

This section is for PCC Board Member Comment only

Reviewed by:
Date:
Comments:

 

 

Agenda time: Approved / declined / N/A
Date:
Time Allowance:

Please return this form to the PCC mailbox at ASMS.~ You will receive a written response within 30 days