PTC BYLAWS
RUHKALA ELEMENTARY SCHOOL
*A downloadable copy of the Ruhkala Elementary School PTC Bylaws can be found below.
RUHKALA ELEMENTARY SCHOOL
Parent Teacher Club Bylaws
Article 1- Name & Purpose
The name of this organization shall be Ruhkala PTC (which stands for “Ruhkala Parent Teacher Club”, also known as “PTC” or “Organization”) The purpose of this Organization shall be to support the school for the educational, and social needs of the students. Our main goal is to fundraise and lower costs for families for field trips, and to provide the school with equipment and resources not provided by the RUSD.
Article II- Timing of Events
ARTICLE III- BASIC POLICIES
Section 1-
The purpose of the Ruhkala PTC is to aid the students of the Ruhkala Elementary School by providing support for educational, enrichment and recreational needs and to promote open communication between parents, teachers, students and administration. The PTC will raise funds to provide educational supplies, advanced technology, and activities in which funds are not available from the district. This will be developed from committees, projects, and fundraisers.
Section 2-
This Organization shall be noncommercial, nonsectarian and nonpartisan. It shall not endorse commercial enterprise, nor shall members in their official capacities be used in any connection with a commercial concern or with any partisan interest, or for any purpose other than the regular fundraising of the Organization.
Section 3-
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. The Organization may sponsor informational meetings pertaining to school-related issues.
Section 4-
The Organization shall not enter membership with other organizations, but may cooperate with other organizations and agencies active in child welfare, such as groups or coordinating councils, provided the representatives makes no commitments that bind the group he/she represents.
Section 5-
The quorum of the Executive Board shall transact necessary business between scheduled meetings of PTC and such other business as may be referred to it by PTC.
Section 6-
The Executive Board may authorize the payment of routine organizational bills within the limits of the adopted budget by the PTC, and may authorize the payment of other bills. In the event of an unexpected school need, outside of the budget, or PTC operational supply need, the PTC is authorized to fulfill the need upon a vote of the Executive Board.
Section 7-
The Executive Board shall create standing or special Committees deemed necessary to promote the purpose and carry out the work of the PTC.
Section 8-
A quorum shall consist of one more than half of the members of the Executive Board. If more than one person shares duties of an Officer, the presence of only one of those people shall satisfy the requirement of the attendance of the Office for the purpose of establishing a quorum.
Section 9-
The Executive Board shall be in communication regularly, outside of monthly general meetings, to conduct PTC business. The President may call special meetings of the Executive Board if necessary.
Section 10-
Each officer, upon expiration of their term, shall turn over all passwords, records and information necessary for their successor.
Section 11-
The President and Treasurer, with input from the Executive Board, shall prepare the yearly budget and present it at the general membership, during the first meeting of the school year. Meeting with the Principal to discuss needs of the school must be taken into consideration before establishing the yearly budget.
Section 12-
General meetings are open to the attendance of all representatives and coordinators who wish to attend.
ARTICLE IV- MEMBERSHIP
Section 1-
Any person (parent/guardian, staff and student) interested in the purpose of the PTC is considered a member .
Section 2-
There are four categories of members
ARTICLE V- OFFICERS AND THEIR ELECTIONS
Section 1-
Nominations for the new Executive Board will take place in February. Interest in the Board positions can be accepted via email to the PTC and taken during the general meetings. The consent of each candidate must be obtained before his or her name is placed in nomination.
Section 2-
The Board is open to all members interested in supporting the PTC. Per the District rules, employees of the district are unable to serve on the Executive Board.
Section 3
Elections shall be held at the April meeting, all members are allowed to vote.
Section 4-
Officers shall serve a term of two years. If no one is elected, the officer can remain in their current position. Officers shall assume their duties beginning July 1st. Vacancies in office shall be filled by appointment by the Executive Board. The appointed candidate will be presented to the general membership at the next general meeting.
Section 5-
Any position may be co-chaired at any time throughout the year. A co-chair position may be filled by the Executive Board outside of the election period.
Section 6
Vacancies- The Executive Board for the remainder of the term shall fill vacancy in office because of death, resignation, or inability to serve. Should a vacancy occur for the office of President, the Vice President should immediately assume the role. The Vice President would have the option of completing the term, or vacancy shall be filled by election of the next regular PTC meeting. Each officer at the termination of their role, shall turn over all materials of their office to their successor.
ARTICLE VI DUTIES OF OFFICERS AND APPOINTED POSITIONS
Section 1-
President Shall preside over the PTC and Executive Board; Shall serve as an advisor of all committees, appoint leads for all committees, and serve as the standing chairman; Prepare a master calendar and develop agendas for PTC meetings and PTC sponsored events and fundraisers; Coordinate the work of the officers/committee leads in order that the adjectives are promoted; Ensure PTC activities are approved by the principal and do not interfere with school activities; Acts as a liaison between the school administration and PTC; Develops agenda for meetings and consultation with the executive board members and keeps parents and staff advised PTC activities. Can work in cooperation with the Principal and Office staff in a respectable way, assuring the PTC remains neutral in serving the school and the Ruhkala community. Works with the district to ensure that the PTC complies with the district rules to conduct PTC fundraising. Voting member of the Board.
Section 2-
Vice President- Shall perform the duties of the President’s in his/her absence. The vice president oversees committees and will work with the committee to determine fundraising projects for the year; Promote execute all approved fundraising projects by planning and working with committee leads; Work with the secretary and director of PR and media to ensure that all event fundraisers are effectively communicated and promoted. Will change the marquee at the school, for the community to be aware of upcoming events. Coordinates volunteers needed for PTC events. Voting member of the Board.
Section 3-
Secretary- Supports the President and Executive Board, creates meeting notes from general PTC meetings and executive board meeting; Provides these as a reference for both the general PTC and the executive board. Create a calendar of yearly events and ensure the calendar is posted electronically. Organizes, executes and tracks any results through volunteer surveys given to the public; Make sure all PTC correspondence is done in a timely manner from the PTC e-mail where all members have access. Create the necessary PTC information that is given to the Office to be posted on Parent Square. Promotes the upcoming PTC events at school assemblies. Voting member of the Board.
Section 4-
Treasurer- Shall receive all money for the PTC and oversee accurate financial records monthly. Gives a monthly report at the PTC meetings, establishes a yearly budget, with the president, and PTC board. Must be able to run the money management program, and ensure the PTC holds the correct insurance to conduct fundraising events. Ensures all PTC members are covered under insurance to protect from personal liability, in holding a PTC sponsored event. Works with the CPA on yearly taxes, works with the State of California to ensure we are complying to operate. Voting member of the Board.
Section 5-
Director of Public Relations and Media- Shall ensure that everything PTC related is effectively promoted and communicated to gain the most exposure by parents, teachers, staff and students via PTC website, PTC Facebook posts, Instagram posts, and flyer distribution when needed. Creates Flyers and communication distributed for PTC fundraising events. Works with the Secretary for Parents Square posts, creates Sign-Up Genius for volunteers, and creates ticket sales for online events. Ensures accurate website updates in which all events are displayed and updated, Spirit Wear is available with order forms, and all sponsors are on display across all platforms. Will work with the school on banners to be displayed, if needed, for sponsors who donate the amount needed for public advertising. Voting member of the Board.
Section 6
CPA- shall conduct an audit of the Treasurer report and money management program to ensure PTC taxes are files accurately and in a timely manner. Make sure PTC operates within all legalities of the 501(c)(3) parameters and ensures compliance.
Section 7-
Principal and teacher representatives shall be advisors to the PTC and Executive Board, and shall be responsible for assisting and coordinating on PTC Events, They will be responsible for communication with the staff, and bring concerns or feedback to the PTC.
Section 8
Class Representative- shall attend all PTC meetings and act as a liaison between the staff, parents and PTC, report on grade level activities within Ruhkala Elementary School, report on concerns or ideas for fundraising activities. Be able to work with the PTC, to provide support and help to get volunteers for events.
Section 9
Fundraising Coordinator- to gather donations and sponsorships from businesses, corporations, and community members in order to add to fundraising yearly goals. To bring in monetary donations, raffle prizes and needs, such as auction baskets and prizes for the PTC events. Help in the hanging of banners on campus for sponsors as needed. Works under the Executive Board and under the supervision of the Vice President. Non-voting member.
Section 10
Committee Coordinator and other Appointed Positions shall work with Executive Board and PTC in order help effectively run PTC events and organize all volunteers during the events. Ensure each event has the proper support and supplies to make them successful. Is under the supervision of the Vice President and Executive Board. Non-voting member of the Board.
ARTICLE VII -MEETINGS
Section 1-
General meetings of the PTC shall be held September through May and at any other time designated by the Executive Board. Motions can be held for votes based on needs or held until the Executive Board meets. A majority is needed for a motion to be passed and implemented by the Executive Board.
Section 2-
At the April meeting, elections shall be held.
Section 3-
The privilege of attending meetings is open to all members and the school community. Proposing ideas for fundraising, adding to the discussion of school needs, and bringing about motions to the Board, is encouraged.
ARTICLE VIII – EXECUTIVE BOARD
Section 1 -
The executive board shall consist of the officers of President, Vice President, Secretary, Treasurer, Director of Public Relations and Media.
Section 2 -
No individual can serve in 2 executive board member capacity simultaneously
Section 3 -
All members of the xecutive board shall be voting members. In the event of a tie, the vote goes to the President for a resolution. Board members may vote if they are attendance, or by electronic media.
Section 4 -
Each office term is for two years. No person shall hold the same elective position for more than 4 consecutive years, unless there is no other candidate brought to a vote.
Section 5 -
Should an executive board member or committee member not be fulfilling their duties to the expectations of the bylaws and general membership, they may be voted out of office with a majority vote of the executive board. Any behavior that is in violation of 501(c)(3) laws, any discrimination or dangerous behavior towards members of the Board, staff, parents or community we serve, is grounds for immediate removal. All Board members shall serve the public with respect and without prejudice. The Board is to hold events without any reference to secular, political or controversial viewpoints that can be offensive or divisive. The Board in all official PTC capacities and communications, will remain neutral and will not endorse political candidates during election years.
Section 6-
The behavior of all members should be to serve and respect the community at large in an equal manner. While members may share different world views, they are never to be brought up under an official PTC capacity. Personal social media will have no references to PTC, nor does PTC act as an endorsement of the members’ personal beliefs. We remain committed to being non secular, non-political, non-discriminatory in all PTC operations. Any violations of these practices will involve immediate removal. PTC events are welcome for all we serve and shall remain a neutral and safe space for all.
Section 7-
In accordance with district rules no teacher, staff member, or district employee is allowed to serve on the Executive Board, and deal with financial decisions. Due to a possible conflict of interest in budgets, and how the money raised is spent, they can’t be a signer on bank documents or vote on how the money is allocated.
ARTICLE IX -FINANCES
Section 1-
Budget- President and Treasurer, with input from the Executive Board, shall prepare and submit a budget to the general membership at the first meeting of the year in September. The budget shall indicate anticipated revenue and expenses for the year. The budget should use to guide the activities of the Executive Board during the year. Any deviation of the budget, emergency funded needed, operational funds for events and supplies needed, shall be voted on and approved by the Executive Board.
Section 2-
Obligations- The Executive Board may authorize any Office or officers to enter into contract or agreements for purchase of materials or service on behalf of the PTC organization.
Section 3-
Loans- no loans shall be made by the organization by anyone.
Section 4-
Credit or Debit Cards- No cards shall be held in the name of the PTC. All transactions shall be done by check. There need to be corresponding receipts for all purchases and PTC reimbursement sheet, filled out attached to the receipts. Members may use a personal credit card for approved purchases for PTC needs and will be reimbursed by check.
Section 5-
Bills- The executive board may authorize the payment of routine organizational bills within the limits of the budget adopted by the PTC and may authorize payments of other bills. All checks for the payment of money on behalf of the organization shall require signatures by two of the following: President, Vice President, Treasurer, Secretary, and Director of PR and Media.
Section 6-
Deposits/Disbursements- The Treasurer and all Signers on the bank account, shall deposit all funds of the organization in such banks and other depositories at the Executive Board may select and shall make disbursements as authorized by the Executive Board in accordance with the budget adopted by the membership. All deposits shall be made within a maximum of10 days from the receipt of the funds and orders of payment. This includes transferring electronic deposits/ transactions from our credit card processing program, Square, into the PTC bank account, if automatic transfers have not been set up.
Section 7-
The Treasurer shall present a financial report at each regular meeting of the organization and shall prepare a final report at the close of the year.
Section 8
No member shall collect money on behalf of the PTC organization, while using their personal Venmo, Pay Pal, Apple Pay or any other electronic payable app. All electronic transactions shall be run through Square, that is directly connected to the PTC bank account.
Section 9-
The term “bank account” and shall include any money account bearing Ruhkala PTC account name. The President, Vice President, Treasurer, Secretary and Director of Public Relations and Media, will be the only officers with the online banking password and view access only. This password must be changed annually or more frequently as needed. The only way funds can be drawn from this account is with two of the following signatures: President, Vice president, Treasurer, Secretary, and Director of Public Relations and Media. If money is to be withdrawn for cash for the cash box for events, 2 signatures will be needed to be obtained, one from the Treasurer and a second from any of the following board members: President, Vice President, Secretary, and Director of Public Relations and Media. At no time can this account have any type of debit or credit card that allows individual access. If a check cannot be used for purchases and requires a credit card for the transaction, the reimbursement check will also be provided promptly for the expenses paid by the board member, provided the original receipt is provided to the executive board. Bank statements must only be mailed to the Ruhkala elementary address, never a home address.
All money must be stored in a secure lock box or in the PTC safe at Ruhkala Elementary. All money raised from events must be counted by two Executive Board members. All money should be deposited into the Ruhkala PTC account in a timely manner. No money should be deposited on the night of an event, due to the safety of the members. A cash verification must be completed and presented to the board for approval before deposits. The Treasurer will verify the deposit has been received online and report to all board members. The account balance will be shared monthly with the Executive Board.
Section 10-
Account Balance- At no time shall the bank account fall below the funds needed for the following year’s budget. Always maintaining a balance of at least $25,000.00.
Unfortunately, due to unforeseen circumstances, such as Covid, it inhibited the PTC from raising funds for over a year. Having a reserve of funds to function is a necessity, should unexpected events occur and we are unable to fundraise. This balance will allow the PTC to continue to operate in the absence of fundraising, for circumstances out of our control.
Section 11-
Insurance- PTC must hold insurance independently from the school, and the RUSD district. To hold events on and off campus, insurance must be in place. The district will be named on the insurance as well. Coverage includes general liability for the event, and personal coverage for all members in the event of an incident. PTC members and volunteers are not held personally responsible, in the unlikely event of an incident, and will be covered under our policy from PTO Today.
Section 12-
Attorney’s Fees- In the event of a lawsuit or legal complaint brought against the PTC, money can be used from the account for legal consultation. After the consultation, a vote can be brought by the Executive Board on how to proceed should the matter extend further than a consultation.
Section 13-
The principal shall be consulted on the end of year bank account balance, and the proposed needs of the coming year for funds for the school.
ARTICLE X - BYLAWS AND AMENDMENTS
Section 1-
The bylaws may be amended by two thirds of the Executive Board at any time, following a notice of the proposed amendment.
STANDING RULES
Parent Teacher Club Bylaws
Article 1- Name & Purpose
The name of this organization shall be Ruhkala PTC (which stands for “Ruhkala Parent Teacher Club”, also known as “PTC” or “Organization”) The purpose of this Organization shall be to support the school for the educational, and social needs of the students. Our main goal is to fundraise and lower costs for families for field trips, and to provide the school with equipment and resources not provided by the RUSD.
Article II- Timing of Events
- January- Executive Board Meets (as needed), general meeting
- February- Executive Board Meets (as needed), general meeting
- March- Executive Board Meets (as needed), general meeting
- April- nominations accepted for Board Positions. Elections take place, Executive Board Meets (as needed), and general meeting
- May- Treasurer prepares updated YTD report, Executive Board Meets (as needed), last general meeting of the year
- June- Executive Board Meets
- July – online banking password changed, incoming officers assume duties and records, (along side current officers as advisors) each incoming officer receives a copy of the current bylaws, Executive Board Meets as needed
- August- Executive Board Meets (as needed), Treasurer and Executive Board prepares the budget for year
- September- first general meeting of the school year, Executive Board presents the budget for the year, Executive Board Meets (as needed)
- October- Executive Board Meets (as needed), general meeting
- November- Executive Board Meets (as needed), general meeting
- December- Executive Board Meets (as needed), general meeting
ARTICLE III- BASIC POLICIES
Section 1-
The purpose of the Ruhkala PTC is to aid the students of the Ruhkala Elementary School by providing support for educational, enrichment and recreational needs and to promote open communication between parents, teachers, students and administration. The PTC will raise funds to provide educational supplies, advanced technology, and activities in which funds are not available from the district. This will be developed from committees, projects, and fundraisers.
Section 2-
This Organization shall be noncommercial, nonsectarian and nonpartisan. It shall not endorse commercial enterprise, nor shall members in their official capacities be used in any connection with a commercial concern or with any partisan interest, or for any purpose other than the regular fundraising of the Organization.
Section 3-
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. The Organization may sponsor informational meetings pertaining to school-related issues.
Section 4-
The Organization shall not enter membership with other organizations, but may cooperate with other organizations and agencies active in child welfare, such as groups or coordinating councils, provided the representatives makes no commitments that bind the group he/she represents.
Section 5-
The quorum of the Executive Board shall transact necessary business between scheduled meetings of PTC and such other business as may be referred to it by PTC.
Section 6-
The Executive Board may authorize the payment of routine organizational bills within the limits of the adopted budget by the PTC, and may authorize the payment of other bills. In the event of an unexpected school need, outside of the budget, or PTC operational supply need, the PTC is authorized to fulfill the need upon a vote of the Executive Board.
Section 7-
The Executive Board shall create standing or special Committees deemed necessary to promote the purpose and carry out the work of the PTC.
Section 8-
A quorum shall consist of one more than half of the members of the Executive Board. If more than one person shares duties of an Officer, the presence of only one of those people shall satisfy the requirement of the attendance of the Office for the purpose of establishing a quorum.
Section 9-
The Executive Board shall be in communication regularly, outside of monthly general meetings, to conduct PTC business. The President may call special meetings of the Executive Board if necessary.
Section 10-
Each officer, upon expiration of their term, shall turn over all passwords, records and information necessary for their successor.
Section 11-
The President and Treasurer, with input from the Executive Board, shall prepare the yearly budget and present it at the general membership, during the first meeting of the school year. Meeting with the Principal to discuss needs of the school must be taken into consideration before establishing the yearly budget.
Section 12-
General meetings are open to the attendance of all representatives and coordinators who wish to attend.
ARTICLE IV- MEMBERSHIP
Section 1-
Any person (parent/guardian, staff and student) interested in the purpose of the PTC is considered a member .
Section 2-
There are four categories of members
- Family Teams: open to any family member interested in supporting the organization
- Staff Teams: open to teachers and staff members of Ruhkala Elementary School
- Student Teams: open to all students at Ruhkala Elementary
- Community Partner Teams: open to businesses that have sponsored PTC through financial contributions
ARTICLE V- OFFICERS AND THEIR ELECTIONS
Section 1-
Nominations for the new Executive Board will take place in February. Interest in the Board positions can be accepted via email to the PTC and taken during the general meetings. The consent of each candidate must be obtained before his or her name is placed in nomination.
Section 2-
The Board is open to all members interested in supporting the PTC. Per the District rules, employees of the district are unable to serve on the Executive Board.
Section 3
Elections shall be held at the April meeting, all members are allowed to vote.
Section 4-
Officers shall serve a term of two years. If no one is elected, the officer can remain in their current position. Officers shall assume their duties beginning July 1st. Vacancies in office shall be filled by appointment by the Executive Board. The appointed candidate will be presented to the general membership at the next general meeting.
Section 5-
Any position may be co-chaired at any time throughout the year. A co-chair position may be filled by the Executive Board outside of the election period.
Section 6
Vacancies- The Executive Board for the remainder of the term shall fill vacancy in office because of death, resignation, or inability to serve. Should a vacancy occur for the office of President, the Vice President should immediately assume the role. The Vice President would have the option of completing the term, or vacancy shall be filled by election of the next regular PTC meeting. Each officer at the termination of their role, shall turn over all materials of their office to their successor.
ARTICLE VI DUTIES OF OFFICERS AND APPOINTED POSITIONS
Section 1-
President Shall preside over the PTC and Executive Board; Shall serve as an advisor of all committees, appoint leads for all committees, and serve as the standing chairman; Prepare a master calendar and develop agendas for PTC meetings and PTC sponsored events and fundraisers; Coordinate the work of the officers/committee leads in order that the adjectives are promoted; Ensure PTC activities are approved by the principal and do not interfere with school activities; Acts as a liaison between the school administration and PTC; Develops agenda for meetings and consultation with the executive board members and keeps parents and staff advised PTC activities. Can work in cooperation with the Principal and Office staff in a respectable way, assuring the PTC remains neutral in serving the school and the Ruhkala community. Works with the district to ensure that the PTC complies with the district rules to conduct PTC fundraising. Voting member of the Board.
Section 2-
Vice President- Shall perform the duties of the President’s in his/her absence. The vice president oversees committees and will work with the committee to determine fundraising projects for the year; Promote execute all approved fundraising projects by planning and working with committee leads; Work with the secretary and director of PR and media to ensure that all event fundraisers are effectively communicated and promoted. Will change the marquee at the school, for the community to be aware of upcoming events. Coordinates volunteers needed for PTC events. Voting member of the Board.
Section 3-
Secretary- Supports the President and Executive Board, creates meeting notes from general PTC meetings and executive board meeting; Provides these as a reference for both the general PTC and the executive board. Create a calendar of yearly events and ensure the calendar is posted electronically. Organizes, executes and tracks any results through volunteer surveys given to the public; Make sure all PTC correspondence is done in a timely manner from the PTC e-mail where all members have access. Create the necessary PTC information that is given to the Office to be posted on Parent Square. Promotes the upcoming PTC events at school assemblies. Voting member of the Board.
Section 4-
Treasurer- Shall receive all money for the PTC and oversee accurate financial records monthly. Gives a monthly report at the PTC meetings, establishes a yearly budget, with the president, and PTC board. Must be able to run the money management program, and ensure the PTC holds the correct insurance to conduct fundraising events. Ensures all PTC members are covered under insurance to protect from personal liability, in holding a PTC sponsored event. Works with the CPA on yearly taxes, works with the State of California to ensure we are complying to operate. Voting member of the Board.
Section 5-
Director of Public Relations and Media- Shall ensure that everything PTC related is effectively promoted and communicated to gain the most exposure by parents, teachers, staff and students via PTC website, PTC Facebook posts, Instagram posts, and flyer distribution when needed. Creates Flyers and communication distributed for PTC fundraising events. Works with the Secretary for Parents Square posts, creates Sign-Up Genius for volunteers, and creates ticket sales for online events. Ensures accurate website updates in which all events are displayed and updated, Spirit Wear is available with order forms, and all sponsors are on display across all platforms. Will work with the school on banners to be displayed, if needed, for sponsors who donate the amount needed for public advertising. Voting member of the Board.
Section 6
CPA- shall conduct an audit of the Treasurer report and money management program to ensure PTC taxes are files accurately and in a timely manner. Make sure PTC operates within all legalities of the 501(c)(3) parameters and ensures compliance.
Section 7-
Principal and teacher representatives shall be advisors to the PTC and Executive Board, and shall be responsible for assisting and coordinating on PTC Events, They will be responsible for communication with the staff, and bring concerns or feedback to the PTC.
Section 8
Class Representative- shall attend all PTC meetings and act as a liaison between the staff, parents and PTC, report on grade level activities within Ruhkala Elementary School, report on concerns or ideas for fundraising activities. Be able to work with the PTC, to provide support and help to get volunteers for events.
Section 9
Fundraising Coordinator- to gather donations and sponsorships from businesses, corporations, and community members in order to add to fundraising yearly goals. To bring in monetary donations, raffle prizes and needs, such as auction baskets and prizes for the PTC events. Help in the hanging of banners on campus for sponsors as needed. Works under the Executive Board and under the supervision of the Vice President. Non-voting member.
Section 10
Committee Coordinator and other Appointed Positions shall work with Executive Board and PTC in order help effectively run PTC events and organize all volunteers during the events. Ensure each event has the proper support and supplies to make them successful. Is under the supervision of the Vice President and Executive Board. Non-voting member of the Board.
ARTICLE VII -MEETINGS
Section 1-
General meetings of the PTC shall be held September through May and at any other time designated by the Executive Board. Motions can be held for votes based on needs or held until the Executive Board meets. A majority is needed for a motion to be passed and implemented by the Executive Board.
Section 2-
At the April meeting, elections shall be held.
Section 3-
The privilege of attending meetings is open to all members and the school community. Proposing ideas for fundraising, adding to the discussion of school needs, and bringing about motions to the Board, is encouraged.
ARTICLE VIII – EXECUTIVE BOARD
Section 1 -
The executive board shall consist of the officers of President, Vice President, Secretary, Treasurer, Director of Public Relations and Media.
Section 2 -
No individual can serve in 2 executive board member capacity simultaneously
Section 3 -
All members of the xecutive board shall be voting members. In the event of a tie, the vote goes to the President for a resolution. Board members may vote if they are attendance, or by electronic media.
Section 4 -
Each office term is for two years. No person shall hold the same elective position for more than 4 consecutive years, unless there is no other candidate brought to a vote.
Section 5 -
Should an executive board member or committee member not be fulfilling their duties to the expectations of the bylaws and general membership, they may be voted out of office with a majority vote of the executive board. Any behavior that is in violation of 501(c)(3) laws, any discrimination or dangerous behavior towards members of the Board, staff, parents or community we serve, is grounds for immediate removal. All Board members shall serve the public with respect and without prejudice. The Board is to hold events without any reference to secular, political or controversial viewpoints that can be offensive or divisive. The Board in all official PTC capacities and communications, will remain neutral and will not endorse political candidates during election years.
Section 6-
The behavior of all members should be to serve and respect the community at large in an equal manner. While members may share different world views, they are never to be brought up under an official PTC capacity. Personal social media will have no references to PTC, nor does PTC act as an endorsement of the members’ personal beliefs. We remain committed to being non secular, non-political, non-discriminatory in all PTC operations. Any violations of these practices will involve immediate removal. PTC events are welcome for all we serve and shall remain a neutral and safe space for all.
Section 7-
In accordance with district rules no teacher, staff member, or district employee is allowed to serve on the Executive Board, and deal with financial decisions. Due to a possible conflict of interest in budgets, and how the money raised is spent, they can’t be a signer on bank documents or vote on how the money is allocated.
ARTICLE IX -FINANCES
Section 1-
Budget- President and Treasurer, with input from the Executive Board, shall prepare and submit a budget to the general membership at the first meeting of the year in September. The budget shall indicate anticipated revenue and expenses for the year. The budget should use to guide the activities of the Executive Board during the year. Any deviation of the budget, emergency funded needed, operational funds for events and supplies needed, shall be voted on and approved by the Executive Board.
Section 2-
Obligations- The Executive Board may authorize any Office or officers to enter into contract or agreements for purchase of materials or service on behalf of the PTC organization.
Section 3-
Loans- no loans shall be made by the organization by anyone.
Section 4-
Credit or Debit Cards- No cards shall be held in the name of the PTC. All transactions shall be done by check. There need to be corresponding receipts for all purchases and PTC reimbursement sheet, filled out attached to the receipts. Members may use a personal credit card for approved purchases for PTC needs and will be reimbursed by check.
Section 5-
Bills- The executive board may authorize the payment of routine organizational bills within the limits of the budget adopted by the PTC and may authorize payments of other bills. All checks for the payment of money on behalf of the organization shall require signatures by two of the following: President, Vice President, Treasurer, Secretary, and Director of PR and Media.
Section 6-
Deposits/Disbursements- The Treasurer and all Signers on the bank account, shall deposit all funds of the organization in such banks and other depositories at the Executive Board may select and shall make disbursements as authorized by the Executive Board in accordance with the budget adopted by the membership. All deposits shall be made within a maximum of10 days from the receipt of the funds and orders of payment. This includes transferring electronic deposits/ transactions from our credit card processing program, Square, into the PTC bank account, if automatic transfers have not been set up.
Section 7-
The Treasurer shall present a financial report at each regular meeting of the organization and shall prepare a final report at the close of the year.
Section 8
No member shall collect money on behalf of the PTC organization, while using their personal Venmo, Pay Pal, Apple Pay or any other electronic payable app. All electronic transactions shall be run through Square, that is directly connected to the PTC bank account.
Section 9-
The term “bank account” and shall include any money account bearing Ruhkala PTC account name. The President, Vice President, Treasurer, Secretary and Director of Public Relations and Media, will be the only officers with the online banking password and view access only. This password must be changed annually or more frequently as needed. The only way funds can be drawn from this account is with two of the following signatures: President, Vice president, Treasurer, Secretary, and Director of Public Relations and Media. If money is to be withdrawn for cash for the cash box for events, 2 signatures will be needed to be obtained, one from the Treasurer and a second from any of the following board members: President, Vice President, Secretary, and Director of Public Relations and Media. At no time can this account have any type of debit or credit card that allows individual access. If a check cannot be used for purchases and requires a credit card for the transaction, the reimbursement check will also be provided promptly for the expenses paid by the board member, provided the original receipt is provided to the executive board. Bank statements must only be mailed to the Ruhkala elementary address, never a home address.
All money must be stored in a secure lock box or in the PTC safe at Ruhkala Elementary. All money raised from events must be counted by two Executive Board members. All money should be deposited into the Ruhkala PTC account in a timely manner. No money should be deposited on the night of an event, due to the safety of the members. A cash verification must be completed and presented to the board for approval before deposits. The Treasurer will verify the deposit has been received online and report to all board members. The account balance will be shared monthly with the Executive Board.
Section 10-
Account Balance- At no time shall the bank account fall below the funds needed for the following year’s budget. Always maintaining a balance of at least $25,000.00.
Unfortunately, due to unforeseen circumstances, such as Covid, it inhibited the PTC from raising funds for over a year. Having a reserve of funds to function is a necessity, should unexpected events occur and we are unable to fundraise. This balance will allow the PTC to continue to operate in the absence of fundraising, for circumstances out of our control.
Section 11-
Insurance- PTC must hold insurance independently from the school, and the RUSD district. To hold events on and off campus, insurance must be in place. The district will be named on the insurance as well. Coverage includes general liability for the event, and personal coverage for all members in the event of an incident. PTC members and volunteers are not held personally responsible, in the unlikely event of an incident, and will be covered under our policy from PTO Today.
Section 12-
Attorney’s Fees- In the event of a lawsuit or legal complaint brought against the PTC, money can be used from the account for legal consultation. After the consultation, a vote can be brought by the Executive Board on how to proceed should the matter extend further than a consultation.
Section 13-
The principal shall be consulted on the end of year bank account balance, and the proposed needs of the coming year for funds for the school.
ARTICLE X - BYLAWS AND AMENDMENTS
Section 1-
The bylaws may be amended by two thirds of the Executive Board at any time, following a notice of the proposed amendment.
STANDING RULES
- At the beginning of the term of office each member of the executive board shall be given a copy of these bylaws.
- A meeting of the Executive board elect may be called by the president to ratify the appointment of chairman, fill vacancies of the board elect, and make plans for the coming school year
- All standing Committee Chairs shall attend Executive Board meetings and shall carry out their respective committee responsibilities.
DOWNLOAD A COPY |
| ||