Bylaws

Parent Teacher Club (PTC) Bylaws

Approved by majority vote 9-12-23

Article 1 – Name

The name of this organization shall be the Sunset Ranch Parent-Teacher Club (hereinafter referred to as “PTC” or “Organization”)

Article 2 – Purpose

The specific purpose of this association is to effectively channel the efforts and resources of Sunset Ranch parents, staff, and students to the direct benefit of the students; to facilitate mutual communication and nurture a cohesive relationship among Sunset Ranch parents, staff, and students; and, to initiate, carry out, raise funds for, and sponsor programs and projects that benefit Sunset Ranch and its community.

Article 3 – Policies

  •     The purpose of the Organization shall be promoted through an educational program directed toward parents, teachers, and the general public; shall be developed through conferences, committees, and projects; and shall be governed and qualified by the basic policies set forth in this document.
  •     The Organization shall be noncommercial, nonsectarian, nonpartisan, and nonprofit.
  •     The name of the Organization or the names of any members in their official capacities shall not be used to endorse or promote a commercial concern or in connection with any partisan interest or for any purpose not appropriately related to promotion of the objectives of the Organization.
  •     The Organization shall not – directly or indirectly – participate in any activity attempting to influence any national, state, or local election.
  •     The Organization shall not participate or intervene in any political campaign on behalf or, or in opposition to, any candidate for public office.
  •     The Organization shall not contravene or usurp the prerogative of the Rocklin Unified School District or the employees thereof.
  •     Notwithstanding any provisions of these Articles, the Organization shall not carry on any activities not permitted to be carried on by an organization exempt from Federal Income Tax under Section 501(c)(3) of the Internal Revenue Code of 1954.
  •     The Organization shall not enter into membership with other organizations except with the approval of the executive board. It may cooperate with other organizations and agencies concerned with child welfare, but Organization representatives shall make no commitments that bind the group he or she represents without the approval of the Organization Membership.
  •     No part of the net earnings of the Organization shall inure to the benefit of, or be distributed to, its members, directors, trustees, officers, or other private persons except that the Organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article II hereof.
  •     Any and all monies collected in connection with any Organization function shall not leave the school premises except as noted within this policy. Said monies shall be counted on school premises by two (2) Organization members and immediately turned over to the Treasurer or President of Operations. In the event the Treasurer or President of Operations are not available, or any monies collected cannot be counted at the time of collection, said monies shall be placed in a secure, locked location at Sunset Ranch Elementary until such time as said monies can be counted or turned over to the Treasurer or President. The Executive Board may appoint additional Organization members to make deposits on behalf of the Organization. Only elected members of the Executive Board will be allowed to remove monies from school premises for the purposes of banking and accounting. Any monies withdrawn from the Organization account due to special request for funds must be accompanied by a request in writing and supporting documentation. After the organization has closed their financial records for the current school year, an Auditor may examine and approve said financial records before the Final Budget meeting in September of the following school year. Custody and control of the financial records will be given to the incoming treasurer(s) on June 1 of the year elected.
  •     All Organization executive board members and chairpersons shall sign a form provided by the PTC, that states they have been cleared by means of a background check, to be a volunteer in the Rocklin Unified School District.
  •     All Organization officers must return all items that are property of the PTC. Items include but not limited to, binders, keys, laptops, office supplies, event decor, and flash drives.  These items must be returned by June 15th, of each school year.

Article 4 – Membership

  1. Voting Members * All parents and/or legal guardians of students who currently attend Sunset Ranch Elementary School, as well as all current faculty and staff of Sunset Ranch Elementary School, shall herein be designated as Voting Members. Voting Members shall have the right to vote on all issues before the membership, to elect officers, and to hold office. All parents and/or legal guardians of students who currently attend Sunset Ranch Elementary School shall be eligible to become a Voting Member in the Organization upon attendance of PTC Meeting.
  2. Financial Hardship * No Regular Participant shall be denied the right to participate in the activities of the Organization or to become a Voting Member due to financial hardship.

Article 5 – Meetings

  1. Membership Meetings * Membership meetings of the PTC shall be scheduled and conducted at least two times per school year, September to May. All such meetings will be held at Sunset Ranch Elementary School unless notices are sent to the contrary. * Meeting date and time shall be relayed publicly via school publications and/or signage. * At the general meeting in May, officers shall be elected and budget priorities established and approved by a majority vote. A quorum for Membership Meetings shall be designated when 10 Voting Members are present.
  2. Executive Board Meetings * The Executive Board shall meet no less than one (1) time per quarter to conduct all business as directed by its supporters. * A quorum for Executive Board Meetings shall consist of one more than half of the existing Board Members.  The Executive Board may combine any Executive Board meeting with a meeting of the membership at its discretion.
  3. Special Meetings * Special Meetings of the Organization may be called, either by the Board President, by vote or written petition of the entire Executive Board, or by written petition of 25% of the PTC Voting Membership. * In the event a Special Meeting is called by a written petition of 25% of the PTC Voting Membership, the meeting must take place in a timely manner, no later than thirty (30) days after receipt of the request. * The Secretary shall provide at least one (1) week’s notice of all Special Meetings via school publications and/or signage. * Special Meetings shall be open to attendance by all PTC Members. * A quorum for all Special Meetings shall be designated when 25% of the Voting Members are present at any properly called meeting and shall be entitled to take action on behalf of the organization.
  4. Voting * A majority vote of the Voting Members present at any meeting shall be required for action to be taken by the organization. * Any action may be taken by ballot, without a meeting, if the ballot sets forth the action taken and is approved by at least the number of votes that would be necessary to approve that action at a meeting. For the purposes of determining a quorum, the number of ballots submitted shall be deemed the equivalent of the number of Member Votes represented by members attending a meeting. Such a ballot may be provided to the members via school publications and results shall be announced via school publications in a timely manner, no more than thirty (30) days after the final due date for ballots.

Article 6 – Officers and Their Election

  1.     List of Officers Elected: President of Operations, Vice President of Operations, Vice President(s) of Events, Secretary, Treasurer, Director of Volunteer Services, Director of Strategic Planning.  Non-Elected:  Principal, Standing Committee Chairpersons.
  1. Duties of Officers
  2. President of Operations:   *Be one of four (4) Board members who can provide the signature required for disbursement of PTC monies. *Maintain PTC 501(c)(3) status paperwork and insurance. *Call to order and preside over PTC and Executive Board meetings. * Work closely with the Principal to coordinate fundraising efforts, events, goals, and needs of the school. *Sign reimbursement checks and disbursement of PTC monies. *Coordinate with other Exec. Board members to ensure at least one Board Member is at all PTC events. *Attend monthly PTC meetings and separate Exec. Board meetings every month. *Coordinate and communicate with Chairpersons for Carnival, Corporate Sponsorship, Coyotes Night Out, Dance, Fall Soiree, Family Picnic, Family Support, Fund Run, Skate Night, Social Media, Spirit Wear, Webmaster, Yearbook Signing Party to execute programming. *Attend staff meetings as needed to gain input, promote events, and work with staff. *Coordinate with the Webmaster and Social Media Chair to recognize Corporate Sponsors and Family Supporters on Facebook, website, and App. *Maintain PTC calendar on the PTC website and PTC emails.

 

  1. Vice President of Operations:   *Be one of four (4) Board members who can provide the signature required for disbursement of PTC monies. *Perform the duties of the President of Operations in the absence or disability on an interim basis until an election can be held. *The Vice President may preside over Board meetings when the President is unavailable, as well as represent the PTC at additional meetings. *Work closely with the President of Operations to coordinate fundraising efforts, events, goals, and needs of the school. *Sign reimbursement checks and disbursement of PTC monies. *Coordinate with other Exec. Board members to ensure at least one Board Member is at all PTC events. *Attend monthly PTC meetings and separate Exec. Board meetings every month. *Attend staff meetings as needed to gain input, promote events, and work with staff. *Coordinate and communicate with Chairpersons for Art Docent, Head Room Parent, Hospitality, Science Docent, Social Media, Spirit Wear and Multi-Cultural Night boards to execute programming. *Assist President in maintaining PTC calendar on the PTC website and PTC emails.

 

  1. Vice President(s) of Events:  *Be two of four (4) Board members who can provide the signature required for disbursement of PTC monies. *File all permits for events with the district, HOA, city, and Attorney General. *Perform the duties of the President of Operations in the absence or disability on an interim basis until an election can be held.  Work closely with the Principal to coordinate fundraising efforts, events, goals, and needs of the school. Sign reimbursement and disbursement of PTC monies.  Attend monthly PTC meetings and separate Executive Board meetings every month.  Coordinate with Chairpersons and event committees for all events.  Attend staff meetings as needed to gain input, promote events, and work with staff.  Work with Event Coordinators, Volunteer Coordinators, and Webmaster and Social Media Chair to advertise all PTC events and volunteer opportunities.

 

  1. Secretary:  * Be one of four (4) Board members who can provide the signature required for disbursement of PTC monies. Perform the duties of Vice President in the absence or disability…* Keep the minutes and attendance records of all meetings. Meeting minutes shall be provided in full on the website to the Sunset Ranch community and in print to the Board within 10 days following a meeting. * Maintain a written record of all Organization activities. Such records shall be made available to all PTC Members upon request. * Compile the agenda for all Organization meetings and make the tentative agenda available to the membership * Conduct any necessary correspondence of the Organization upon authorization of the President, Executive Board, or Organization. * Maintain a current list of the Organization’s Voting Members. * Notify, in writing, officers of their election and chairpersons of their appointments. * Retain all Organization records on PTC Google Documents Drive for seven (7) years. * Maintain and update an inventory of non-consumable property purchased with Organization funds. Items on this inventory are the property of the Organization and must remain at Sunset Ranch Elementary. * Maintain an accurate record of all revisions of Bylaws. * Under the supervision of the Principal, count all votes at meetings. * Provide a copy of Bylaws to each member of the Board at the beginning of their elected term. * Keep the official history of the organization including event overviews, budgets, beneficiaries, and photographs * Maintain annual record of all activities of the organization * Prepare and present a year-in-review report at the May Board meeting

 

  1. Treasurer: * Receive and deposit in the PTC bank account all monies on behalf of the Organization and issue receipts for the same monies. * Keep an accurate record of receipts, disbursements, and other financial transactions of the PTC * Reconcile the bank statement on a monthly basis and verify the reasonableness of expenditures and deposits. * Store the Organization’s hard copies of receipts, disbursements, and other financial transactions in a secure location on the campus of Sunset Ranch Elementary. All financial bookkeeping is to be done on the cloud-based QuickBooks Online. * Ensure proper and secure storage and back up of all electronic financial records. * Institute financial control measures and keep an accurate record of all changes in the accounting practices of the PTC * Keep the PTC’s checkbook and post all transactions. In the absence of the Treasurer, the President shall maintain the checkbook. * Manage the budget process. * Present at each membership meeting and each Board meeting a detailed written financial report. * File returns or other forms as may be legally required by the California Franchise Tax Board and/or the United States Internal Revenue Service and/or any other body that may legally require financial information from the Organization, and to maintain copies of the same for the period defined by the relevant Statutes of Limitations. * In coordination with the Secretary, be jointly responsible for reporting to the PTC membership all Board changes in the PTC annual budget of $1,000 or more during the year. This disclosure shall consist of clearly stating and briefly explaining the budget changes in the Board meeting minutes. * Transfer the PTC books of account to the Treasurer-elect and the end of Board-term. * In coordination with the Board, prepare a preliminary annual budget for the coming fiscal year based on the goals and objectives voted upon by the membership at the Board meeting in April. This budget must be prepared for submission to the Board at their September meeting. * Prepare and present an end of previous year financial report at the September meeting. *For checks totaling $1,000 or less, the Treasurer shall secure two (2) signatures on the check. *For all reimbursements or check requests for expenses, the Treasurer shall compare to the budgeted amount. If the amount is in excess of the budget by $500 or more, the Treasurer will consult with the Executive Board. 
  1. Director of Volunteer Services:  *Develop, implement and oversee Event Chair and volunteer recruitment and retention strategies * Develop and implement policies, systems, and procedures for effective volunteer management and engagement * Regularly evaluate volunteer programs to ensure that they meet the needs of the organization and community * Collaborate with Event Chairs and PTC board to identify volunteer needs * Develop and support volunteer recognition and appreciation programs * Establish volunteer schedules and ensure adequate coverage for all events and activities * Facilitate effective communication and collaboration among Event Chairs, volunteers and PTC Board * Work with PTC Board members to allocate resources including materials and equipment *Maintain an up-to-date database of volunteers, their skills, and interests to match with upcoming PTC events. * Provide assistance and guidance to Event Chairs and volunteers during PTA events.
  1. Director of Strategic Planning:  * Develop and implement strategic plans in collaboration with PTC Executive Board members * Ensure strategic initiatives are aligned with organizational goals and objectives * Collaborate with PTC Executive Board members and event Chairs to ensure effective execution of strategic initiatives * Identify and communicate changes to the strategic plan as needed * Develop initial project plans and facilitate training on the use and implementation of tools to maintain integrity and transparency and the organization * Assess and recommend appropriate allocation of resources, including finances, volunteer efforts, and time, to support strategic initiatives. * Ensure transparent and effective communication of the PTC’s strategic direction to all stakeholders, including parents, teachers, and the broader community * Regularly assess the outcomes of strategic initiatives and prepare comprehensive reports for the PTC board and members * Monitor and analyze trends, and economic indicators

 

  1. Principal:  * Act as an advisor to the Board on the PTC’s activities * Act as a liaison between the school district and the PTC and keep the Board informed of relevant information. * May send the Principal’s Secretary to Board meetings in his/her place.

 

 

  1. Time of Election *The Elected Officers shall be elected in May of each year and take office on June 16th.
  2. Election Procedures * All voting members of the Organization may participate in the election. * All voting may be by written secret ballot. * The privilege of holding office shall be limited to Voting Members of the PTC.
  3. Terms of Office *The term of each officer shall be one year, beginning on June 16th, and ending on June 15th. * Exiting officers may request their name to be placed on the ballot. * Individuals may serve as an elected Board member no more than 20 years total.
  4. Nominating Ballot * A Nominating Ballot shall be created by the Executive Board. * The Nominating Ballot shall be published prior to the April meeting each year. * The Board shall be responsible for: receiving all suggestions for persons to serve as officers, prepare a slate of officers to present for election by the membership, contact all persons who will be nominated to confirm their willingness to serve, and shall ensure that all nominees are Voting Members and otherwise eligible to serve in the office.
  5. Selection * A majority of the votes cast by the Voting Members shall be necessary for election. Should no person receive a majority of the votes cast, a run-off between the two (2) persons who received the largest number of votes shall immediately be held. If after the run-off should no person receive a majority, the Board will vote and the majority winner will take the position.
  6. Vacancies * When an officer fails to attend three (3) consecutive meetings without an adequate excuse, the Board may declare the office vacant. * Vacancies of office shall be filled by appointment from the Board
  7. Voting * The approval of the majority of the regular and ex-officio members of the Board present at a meeting shall be required for all action to be taken by the Board
  8. Termination of Officers:  In the event that an officer of the Organization is found to be not performing their duties per the bylaws, said officer may be voted out of office by a majority vote.  This vote can take place during an Executive Board meeting and shall be documented by the PTC Executive Board.

Article 7 – Executive Board

  1. Powers * Manage all the affairs, activities, and operation of the organization. * Transact necessary business during the intervals between meetings and other such business as may be referred by the membership or these Bylaws. * Create Standing and Special Committees and approve the plans and work of such committees. * Present reports and recommendations at the meetings of the membership. * Prepare and submit a budget to the membership for approval.
  2. Membership *Consists of the President of Operations, Vice President of Operations, Vice President(s) of Events, Secretary, Treasurer, Director of Strategic Planning, Director of Volunteer Services
  3. Meetings * Meetings of solely the Board may be held during the year, time to be established as needed. * Special Meetings may be called per the requirements in Article 5, Section c of this document
  4. Quorum * A quorum shall consist of one more than half the existing Board members
  5. Voting * The act of the majority of the regular and ex-officio members of the Board present at a meeting shall be required for all action to be taken by the Board.

Article 8 – Standing and Special Committees

  1. Nominating Ballot for Standing Committees * A nominating ballot shall be created by the Executive Board. * This ballot shall be published prior to the April meeting
  2. Committee Chairpersons * Committee Chairpersons may be established by the Board as it is deemed necessary and advisable. * Committee Chairpersons shall be appointed by the Board President * The Chairperson of each committee in conjunction with the Secretary shall recruit the members for his or her committee that will be known as “committee member” hereafter. *Chairperson shall report the plans and activities of the committee to the Board which must approve such reports. *Chairperson shall receive a budget from the Treasurer indicating their expense limit and fundraising goal.

 * Standing Committee Chairpersons may serve in such a role for multiple terms, not subject to the Terms of Office indicated in Article 6 of this document.

  1. Special Committees *May be created by the Board.  Shall be created for a specific time and/or task and shall cease to exist when that time or task has been completed or by June 15th of each year, whichever comes first. * The Board shall appoint the Chairperson. * The Chairperson of each committee in conjunction with the Secretary shall recruit the members for his or her committee that will be known as “committee member” hereafter. * Chairpersons shall report the plans and activities of the committee to the Board which must approve such reports. * Special Committee Chairpersons are NOT members of the Executive Board and may serve in such a role for multiple terms, not subject to the Terms of Office indicated in Article 6 of this document.

Article 9 – Finances

  1. Fiscal Year * The fiscal year of this Organization shall begin on July 1st and end on June 30th of each year.
  2. Budget * The Treasurer with the assistance of the entire Board shall prepare a budget and submit it in writing to those in attendance of the May meeting. * The Board shall present to the membership present at the September Meeting each year, a budget of anticipated revenue and expenses for the year * The budget shall be used to guide the activities of the Board during the year. * Deviation from the budget must be approved in advance by those in attendance at that particular Board meeting. * Copies of the budget shall be available to members both at the Sunset Ranch Elementary School office and online at the PTC website.
  3. Obligations * The Board may authorize any officer or officers to enter into contracts or agreements for the purchase of materials or services on behalf of the Organization. Written approval to do so must be obtained by at least three (3) elected board members and must include the President and Treasurer. * Officers do not have the authority to enter into such agreements on behalf of Sunset Ranch Elementary or the Rocklin Unified School district, nor should they hold themselves out as having such authority.
  4. Loans * No loans shall be made by the organization to anyone.
  5. Commercial Paper * The Board may authorize the payment of routine organizational bills within the limits of the budget adopted by the PTC and may authorize payment of other bills. * All checks for the payment of money on behalf of the organization shall require signatures of two (2) of the following: President of Operations, Vice President(s) of Events, and Secretary.
  6. Deposits * The Treasurer shall deposit all funds of the organization to the credit of the organization in such banks, trust companies, or other depositories as the Board may select and shall make such disbursements as authorized by the Board in accordance with the budget adopted by the membership. * All deposits and/or disbursements shall be made within a maximum of thirty (30) days from the receipt of the funds and/or orders of payment.
  7. Financial Report * The Treasurer shall present a financial report at each meeting of the Organization and shall prepare a final report at the close of the year. * The Board may have the report and the accounts examined annually by an auditor or an informal audit committee, who, if satisfied that the Treasurer’s annual report is correct, shall sign a statement of that fact and end the report.
  8. Bank Accounts * The term “bank account” shall include any money account bearing Sunset Ranch PTC as the account name (e.g. savings, checking, money-market, CD’s, etc). * The Treasurer, and President of Operations shall be the only officers with the online banking password and access. * For online banking, access password must be changed annually, or more frequently as needed (e.g. if the Treasurer, or President officers change). * Funds may be drawn from the account with the authorized signatures from two (2) of five (5) Board members who can provide the signature required for disbursement of PTC monies * All bank account statements must be mailed directly to Sunset Ranch Elementary School – never to an individual’s home address. * All PTC monies needing to be stored outside of the bank, must be stored in a secured (locked) box, a sealed transmittal bag, or safe at Sunset Ranch Elementary School. * Committee Chairpersons conducting a fundraiser, who need to regularly put away incoming funds, will use the lock box to secure the funds. * The monies collected from an event or fundraiser will be counted and verified by two people who will complete and sign the Deposit Form. The white copy will be sealed in a clear transmittal bag with the cash and checks. The sealed bag will be given to the Treasurer who will deposit the funds at the bank. The yellow copy will be given to the President or VP of Operations who will verify the amount listed with the bank deposit.
  9. Disbursements * Disbursement of funds requires two (2) signatures. * Officers eligible to sign disbursement checks include the President of Operations, Vice President(s) of Events, and the Secretary. * Additional regulations regarding disbursements may be established by the Board via formal resolution at a Board meeting.
  10. Non-Budgeted Expenses * Any expense exceeding the provisions of the final annual (fiscal year) budget is a “non-budgeted expense”.  Non-Budgeted expenses of less than $10,000 must be submitted as a Special Request for Funds. A Special Request for Funds is submitted in writing with a justification for how the money will benefit Sunset Ranch Elementary using the PTC Special Request for Funds form.  Special Requests will be presented for vote at the following PTC meeting. Any Board proposal to approve Non-Budgeted expenses over $10,000.00 must be approved as follows: 1) a proposal must be discussed and voted on in two separate PTC meetings; 2) the agenda of the Board meeting shall include a notice of proposal; 3) the board shall discuss the proposal at the initial Board Meeting – a summary of the proposal, the discussion regarding the proposal, and the reasons for the proposal shall be clearly stated in the meeting minutes; 4) at the second meeting the board shall once again discuss the proposal and then take a vote. The results of this vote shall be clearly stated in meeting minutes; and 5) the handling of the notices of these meetings, meeting agendas, and meeting minutes shall be in full compliance with the respective articles in these Bylaws

Article 10 – Amendments

* With prior announcement and listed as an item for discussion on the next Regular Meeting’s agenda, these Bylaws may be altered, amended, or repealed by the majority of Voting Members present at any membership meeting. OR * By unanimous vote of the Elected Board members, provided that the proposed amendment is listed as an agenda item announced to the membership prior to the meeting and the results of the amendment vote are announced in a school publication in a timely manner. * The Bylaws of Sunset Ranch PTC must be reviewed and re-adopted every five (5) years at minimum.

Article 11 – Authority

* If any part of these Bylaws shall conflict with the decisions, policies, or procedures adopted by the Rocklin Unified School Board, they shall be deemed null and void and the decision of the Rocklin School Board shall, in all cases, control.

* At the beginning of the term of office, each member of the Board shall be given a copy of these bylaws. * A meeting of the Board-elect may be called by the Vice President(s) to ratify the appointment of chairpersons, fill vacancies on the Board-elect, and make plans for the coming year. * Board members are responsible for filing all given year’s materials at Sunset Ranch Elementary School.

This document was approved by majority vote of the Sunset Ranch PTC Membership on September 12, 2023.