ORCHARD RANCH ELEMENTARY
Parent Teacher Club
Article I. Name
The name of this organization shall be ORCHARD RANCH PARENT TEACHER CLUB, also referred to as Orchard Ranch PTC or PTC.
Article II. Declaration
Orchard Ranch 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 originally adopted on October 9, 2017.
Article III. Objectives
The PTC objectives shall be:
To promote a positive, cooperative school community for students, staff, administration and parents.
To provide support for students, staff and the administration of the school.
To provide members the opportunity to serve the school and the student body by contributing to the development of the school and student enrichment.
Article IV. Policies
The PTC shall be educational, non-partisan, non-profit and non-commercial. It shall not endorse anyone for office. The PTC will not endorse or advertise any business or service through social media with the exception of PTC donors.
The PTC shall seek neither to direct nor to control the administrative activities of the school.
Funds raised by the PTC each year must be disbursed or encumbered by the end of the school year or those funds shall revert to the PTC general fund.
The name of the PTC or the names of any members in their official capacities shall not be used in any connection with a commercial concern or with any partisan interest or for any purpose not appropriately related to promotion of the school
The property of the PTC is irrevocably dedicated to charitable purposes. Income or assets of the PTC shall not inure to the benefit of any board member or private person. The PTC can contract with individuals or companies to provide services.
The PTC does not discriminate on the basis of race, creed, color, gender, religion, sexual orientation, disability or national origin.
The fiscal year of the PTC begins July 1 and ends June 30 of the following year.
All funds shall be kept in a checking account in the name of the PTC, requiring two signatures of the Executive Board and held at a local financial institution.
Authority to sign contracts is limited to the President or the President’s designee.
Article V. Membership
Parents, guardians or family members of pupils attending Orchard Ranch Elementary School, teachers, staff may become active members by paying an annual membership fee. Funds received will be used for the PTC general fund. Membership shall be non-assessable.
Membership in the Orchard Ranch PTC gives each member the right to vote on issues that are decided at general meetings. Members have the right to vote on issues of policy with guidance from the Executive Board, such as the annual budget, fundraising policies, short and long-term goals, etc.
Article VI. Parent Teacher Club Executive Board
All members of the Executive Board, “Board,” shall be voting members except for the President who will only vote in the event of a tie. The right to vote, however, is limited to members of the Board who are actually at the meeting or by electronic media or by teleconference, as long as the action is reflected in the minutes of the next meeting.
New officers will be elected at the last general meeting of the academic year. New officers must be an active PTC member the year prior to running. Their terms begin July 1st. Each office has a term of two years with a two month shadow period in August and May during the second year for incoming officers. No person shall hold the same elective office for more than two consecutive terms, unless the office is uncontested in election.
Each member of the PTC Board shall be responsible for attending each regularly scheduled monthly meeting of the PTC Board. In the event that any PTC Board member misses three (3) or more of either the regularly scheduled monthly Board meetings or general meetings, the remaining members of the PTC Board may vote, with the Board’s discretion and by a two-thirds majority of the Board voting, to remove said member from the PTC Board and replace that member with another individual to fill the remaining term, notice of such replacement having been given to all members of the PTC through a school-related publication.
A vacancy occurring in any elective position shall be filled for the unexpired term by a person elected by a two-thirds majority vote of the remaining Board members, notice of such election having been given to all members of the PTC through a school-related publication.
A Board member may hold more than one position simultaneously, but the person can not be both President and Treasurer.
A member of the Board may resign their position by placing their resignation in writing to the Board.
A member of the Board may be removed from their position when their affiliation is determined to undermine the objectives of the organization. Any elected officer may make a motion to have a Board member removed from his or her position. A two-thirds majority of the Board, exclusive of the Board member being considered for removal, is required to remove a member from the Board.
The Executive Board shall be composed of elected officers and appointed officer, including the following members:
ELECTED OFFICERS AND EXECUTIVE BOARD
President: The President shall (1) coordinate the work of the officers and committees in order that the objectives be promoted; (2) preside at all all meetings of the PTC and the Executive Board; (3) assist in the selection of committee chairpersons and appointed officers; (4) make sure PTC activities are approved by the Principal and do not interfere with school activities; (5) develop agendas for meetings in consultation with the Executive Board; (6) keep parents and staff apprised of the PTC activities and act as a primary liaison between them; (7) participate in the financial audit at the end of the school year; (8) perform duties prescribed in these bylaws.
Vice President of Events: The Vice President of Events shall (1) serve as the events coordinator for PTC events; (2) temporarily assume the duties and responsibilities of the President in his/her absence; (3) recruit chair people and committee members for non-fundraising events and activities; (4) plan and work with the committees in charge of non-fundraising events and activities; (5) facilitate communication relating to non-fundraising events to the school community.
Vice President of Fundraising: The Vice President of Fundraising shall (1) serve as the fundraising coordinator for the PTC; (2) schedule the fundraisers in consultation with the administration and Board; (3) recruit chair people and committee members for fundraising events and activities; (4) plan and work with the committees in charge of fundraising events and activities; (5) facilitate communication relating to fundraising events to the school community; (6) be familiar with state and local fundraising requirements.
Secretary: The Secretary shall (1) record the minutes of each general and Executive Board meeting; (2) prepare and provide minutes for the President and the meeting attendees; (3) maintain a current copy of bylaws and incorporate any approved amendments; (4) perform other such functions as may be incident to the office or designated by the President.
Treasurer: The Treasurer works in conjunction with the Financial Secretary in maintaining the Club’s financial records. The Treasurer shall (1) reconcile the bank account(s) every month; (2) be the custodian of all financial records; (3) collect and receive all fund due and disburse funds only upon order of the Board; (4) present financial statements to the Board at their regular meetings and an annual report at the spring meeting; (5) present the Club’s financial records to the auditor at the end of the year; (6) work in conjunction with the President and the Financial Secretary to complete all tax information required for the fiscal year in which they hold office.
Financial Secretary: The Financial Secretary works in conjunction with the Treasurer in maintaining the Club’s financial records.The Financial Secretary shall (1) be the custodian of the funds of the Club and be responsible for depositing them into accounts in a financial institution designated by the Board; (2) keep a ledger of all receipts and deposits and provide those records to the auditor at the end of the school year.
Historian: The Historian shall (1) keep a record of all PTC events; (2) collect and collate all mention of PTC activities that may appear in local media and compile an annual review of all events at the close of the year; (3) coordinate Club records with the yearbook committee if needed.
Social Media Liaison: The Social Media Liaison shall (1) create and maintain the electronic communication channels (e.g. Facebook, Twitter, etc.) in cooperation with the Secretary and upon authorization of the President and Administrative Representative; (2) oversee the construction and maintenance of the PTC website; (3) perform other such functions as may be incident to the office or designated by the President.
Administrative Representative: The Principal of Orchard Ranch Elementary School is the Administrative Representative to the PTC and works closely with the President to coordinate and approve all events, meetings, fundraisers and policies.
COMMITTEES AND APPOINTED CHAIRPERSONS
The Board of Directors by a simple majority vote of those in attendance at a regular general meeting may create committees of members or chairpersons deemed necessary to promote the objectives and carry on the work of the PTC. Notice of each new Board member or committee formation shall be given to all members of the PTC at PTC general meetings. The Chairperson of each committee shall present a plan of work to the Board for approval. No committee work shall be undertaken without the consent of the Board by a simple majority vote of those in attendance at a regular general meeting.
Should a new Executive Board position need to be created, it would need to be approved by a two-thirds vote of the Executive Board and brought to general membership for public election.
Article VII. Election Procedures
Notice of the Election Procedures and a copy of the PTC Bylaws will be published to the school community and posted and available in the office at least two weeks prior to the PTC meeting when the election will be held.
All parents, guardians or family members with a student who will be attending Orchard Ranch for the upcoming academic year that are interested in one of the elected officer positions must submit their application to the Principal pursuant to the Election Procedures. Nominations will not be taken from the floor at the general election meeting.
The general election meeting to elect the next year’s officers will be held at the final PTC meeting of the current school year. The date and time will be determined and posted in advance. All those in attendance will be deemed voting members for the purpose of the election. Officers shall be elected by a simple majority vote, and announced prior to the conclusion of the final PTC meeting of the current school year, and published to the school community.
The Principal will provide the names of the individuals that have applied for each position to the Secretary. The Secretary will prepare the ballot and make copies available at the last general meeting of the academic year. The Principal and/or staff appointed by him/her will be responsible for processing and announcing the outcome of the elections. Those running for an elected position will not be allowed to tally votes.
Any changes to the Elections Procedures must be voted upon by a majority of the elected officers, and in consultation with the Board.
Article VIII. Meetings
The PTC will hold monthly meetings throughout the school year. Summer may be held at the discretion of the President.
Special meetings may be held at the discretion of the Board. Notice of such meetings must be given to all Board members and general members.
Members of the PTC present shall constitute a quorum for regular and special meetings of membership providing there are a minimum of 50% of the PTC Executive Board present.
Article IX. Purchases & Expenditures
All regular expenditures of proceeds of the PTC must be approved in accordance with the current year’s budget by a majority of the Board members.
Board members, members and volunteers of the PTC shall not be paid from the treasury for volunteering their time in any capacity.
A Board member, a PTC member or a volunteer to the PTC shall be reimbursed for reasonable expenditures incurred in accordance with the current year’s budget.
Volunteers shall not be prohibited from receiving incidental rewards and/or gifts given in recognition of services provided to the Club and/or Orchard Ranch Elementary School provided that the incidental gifts and/or rewards may not exceed an estimated value of $50.00 (fifty dollars) in one school year.
A PTC member or volunteer to the Orchard Ranch Elementary School or PTC may submit bids to perform professional services provided that the vendor chosen to perform those services was selected based on the good of the school, without preferential treatment to members. The selection of vendors shall be fair, impartial and voted upon by the Board and/or membership.
Article X. Amendments
These bylaws may be amended by a two-thirds vote of the membership present at any regular meeting, providing notice has been given at the previous regular meeting.
Article XI. Authorization
The Orchard Ranch Elementary School Parent Teacher Club shall exist at the invitation of the Orchard Ranch Elementary School.
Article XII. Termination
If at any time the PTC does not function in the best interest of the Orchard Ranch Elementary School, the PTC may be dissolved. Upon dissolution of the PTC, assets remaining in the PTC’s treasury shall be distributed for any exempt purpose(s) pursuant to Section 501(c)(3) of the Internal Revenue Code, or pursuant to corresponding section(s) of any future federal tax code, that serves the needs of students attending schools administered by the Roseville City School District. Any such assets not so disposed of shall be disposed of by a court of competent jurisdiction in the county in which the principal office of the organization is then located exclusively for such purposes or to such organization(s), as said court shall determine which are organized and operated for such purposes.
Article XIII. Exempt Status
Orchard Ranch Parent Teacher Club is organized exclusively for charitable and educational purposes including, for such purposes, the making and distributions that qualify as exempt organizations under Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code.
Article XIV. Parliamentary Authority
The Orchard Ranch PTC will govern by Roberts Rules of Order in all cases in which they are applicable and not in conflict with these bylaws.
These bylaws were adopted on 10/09/2017.