Bylaws

Parent-Teacher Club (PTC) By-Laws DRAFT to be reviewed and re-adopted in Sept 2017

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 it’s 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 below in the Standing Rules and Organization Guidelines. Said monies shall be counted on school premises by two (2) Organization members and immediately turned over to the acting Treasurer or Vice Presidents. In the event the Treasurer or the Vice Presidents 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 Vice Presidents. 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.

Article 4 – Membership

a. 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.
b. 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

a. Membership Meetings * Membership meetings of the Sunset Ranch P.T.C. 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.
b. Executive Board Meetings * The Executive Board shall meet no less than one (1) time per month to conduct all business as directed by its supporters. * Executive Board meetings shall be open to attendance by all P.T.C. members. * A quorum for all Board meetings shall be designated by a majority of the number of Voting Members present at any properly called meeting and shall be entitled to take action on behalf of the organization.
c. Special Meetings * Special Meetings of the Organization may be called, either by the Board Vice Presidents, by vote or written petition of the entire Executive Board, or by written petition of 25% of the P.T.C. Voting Membership. * In the event a Special Meeting is called by a written petition of 25% of the P.T.C. 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 P.T.C. Members.
d. Quorum * A quorum for all Special Meetings shall be designated by a majority of the number of Voting Members present at any properly called meeting and shall be entitled to take action on behalf of the organization.
e. 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

a. List of Officers Elected: Vice President of Events, Vice President of Communications, Vice President of Operations, Secretary, Treasurer Non- Elected:Principal, Standing Committee Chairpersons
b. Duties of Officers

  1. Vice President of Events – *Be one of four (4) Board members who can provide the signature required for disbursement of P.T.C. monies. *Maintain PTC 5013c status paperwork and insurance.* File all permits for events with the district, HOA, city, and Attorney General.* Call to order and preside over all PTC  and Executive Board meetings.* Work closely with Principal and Vice 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 ensure at least one Board Member is at all PTC events.*Be one of four (4) Board members who can provide the signature required for disbursement of PTC monies. *Attend monthly PTC meetings and separate Exec. Board meetings every month. *Coordinate with Chairpersons for all committees and events *Attend staff meetings as needed to gain input, promote events, and work with staff. *Work to maintain communication via website, Facebook and App. *Work with Event Coordinators and Volunteer Coordinator to advertise all PTC events and volunteer opportunities. *Recognize Corporate Sponsors and Family Supporters on Facebook, website, and App.*Maintain PTC calendar on the PTC website and PTC emails.
  2. Vice President of Communications – *Be one of four (4) Board members who can provide the signature required for disbursement of P.T.C. monies. *Maintain PTC 5013c status paperwork and insurance.* File all permits for events with the district, HOA, city, and Attorney General.* Call to order and preside over all PTC  and Executive Board meetings.* Work closely with Principal and Vice 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 ensure at least one Board Member is at all PTC events.*Be one of four (4) Board members who can provide the signature required for disbursement of PTC monies. *Attend monthly PTC meetings and separate Exec. Board meetings every month. *Coordinate with Chairpersons for all committees and events *Attend staff meetings as needed to gain input, promote events, and work with staff. *Work to maintain communication via website, Facebook and App. *Work with Event Coordinators and Volunteer Coordinator to advertise all PTC events and volunteer opportunities. *Recognize Corporate Sponsors and Family Supporters on Facebook, website, and App.*Maintain PTC calendar on the PTC website and PTC emails.
  3. Vice President of Operations – *Be one of four (4) Board members who can provide the signature required for disbursement of P.T.C. monies. *Maintain PTC 5013c status paperwork and insurance.* File all permits for events with the district, HOA, city, and Attorney General.* Call to order and preside over all PTC  and Executive Board meetings.* Work closely with Principal and Vice 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 ensure at least one Board Member is at all PTC events.*Be one of four (4) Board members who can provide the signature required for disbursement of PTC monies. *Attend monthly PTC meetings and separate Exec. Board meetings every month. *Coordinate with Chairpersons for all committees and events *Attend staff meetings as needed to gain input, promote events, and work with staff. *Work to maintain communication via website, Facebook and App. *Work with Event Coordinators and Volunteer Coordinator to advertise all PTC events and volunteer opportunities. *Recognize Corporate Sponsors and Family Supporters on Facebook, website, and App.*Maintain PTC calendar on the PTC website and PTC emails.
  4. Secretary – * Perform the duties of any Vice President in the absence or disability on an interim basis until an election can be held. * 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 P.T.C. 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 Vice Presidents, Executive Board, or Organization. * Maintain a current list of the Organization’s Voting Members. * Notify, in writing, officers of their election and chairmen of their appointments. * Retain all Organization records on school premises 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. * Be one of four (4) Board members who can provide the signature required for disbursement of P.T.C. monies. * 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
  5. Treasurer – * Receive and deposit in the P.T.C. 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 P.T.C. * Reconcile the bank statement on a monthly basis and verify the reasonableness of expenditures and deposits. * Keep or cause to be kept the Organization’s financial records on the campus of Sunset Ranch Elementary. * 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 P.T.C. * Keep the P.T.C.’s checkbook and post all transactions. In the absence of the Treasurer, the Vice Presidents shall maintain the checkbook. * Manage the budget process. * Present at each membership meeting and each Board meeting a detailed written financial report. * File such 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 P.T.C. membership all Board changes in the P.T.C. 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 P.T.C. 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 submittal to the Board at their September meeting. * Prepare and present an end of previous year financial report at the September meeting. * For checks totaling $1000 or less, the Treasurer shall secure the written approval of three (3) Elected Board members and two (2) signatures on the check. For checks totaling in excess of $1000, the Treasurer shall secure approval by the Voting Membership and two (2) signatures on the check. Approval of the Voting Membership shall be determined by a quorum at the next Board meeting. In the event that approval cannot wait for voting at the next meeting, the Treasurer shall obtain the written approval of all Elected Board members and two (2) signatures on the check.
  6. Principal * Act as an advisor to the Board on the P.T.C.’s activities * Act as a liaison between the school district and the P.T.C. and keep the Board informed of relevant information. * May send the Assistant Principal or Principal’s Secretary to Board meetings in his/her place.

c. Time of Election * The Elected Officers (Vice Presidents, Secretary, and Treasurer) shall be elected in May of each year and take office on June 1st of that year.
d. Election Procedures * All voting members of the Organization may participate in the election. * All voting shall be by written secret ballot. * The privilege of holding office shall be limited to Voting Members of the P.T.C.
e. Terms of Office * The term of each officer shall be one year, beginning on June 1st and ending on May 30th. * 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.
f. 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 insure that all nominees are Voting Members and otherwise eligible to serve in the office.
g. 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.
h. 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
i. 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

Article 7 – Executive Board

a. 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 to it 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.
b. Membership * Consists of the Vice Presidents, Secretary, Treasurer, Principal* No individual may serve in two elected Board capacities simultaneously.
c. 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
d. Quorum * A quorum shall consist of one more than half the existing Board members
e. 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

a. 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
b. 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 Vice Presidents * 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. * 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.
c. Special Committees * May be created by the Vice Presidents and/or 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 1st of each year, whichever comes first. * The Board Vice Presidents 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

a. Fiscal Year * The fiscal year of this Organization shall begin on June 1st and end on May 30th each year.
b. 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 advanced 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 school website. * Regarding Non-budgeted Expenses – any expense exceeding the provisions of the final annual (fiscal year) budget is a “non-budgeted expense”. Any Board proposal to approve related Non-budgeted expenses over $10,000.00 must be approved as follows: 1) a proposal must be discussed and voted on in two separate P.T.C. 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
c. 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 Vice Presidents 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.
d. Loans * No loans shall be made by the organization to anyone.
e. Commercial Paper * The Board may authorize the payment of routine organizational bills within the limits of the budget adopted by the P.T.C. and my 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: Vice Presidents, and Secretary
f. Deposits * The Treasurer shall deposit all funds of the organization to the credit of the organization is 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.
g. 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.
h. Bank Accounts * The term “bank account” shall include any money account bearing Sunset Ranch P.T.C. as the account name (i.e. savings, checking, money-market, CD’s, etc). * The Treasurer, and Vice-Presidents 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 (i.e. if the Treasurer, or Vice-Presidents officers change). * Funds may be drawn from the account with the authorized signatures from two (2) of the following: Vice- Presidents, or Secretary * All bank account statements must be mailed directly to Sunset Ranch Elementary School – never to an individual’s home address. * All P.T.C. monies needing to be stored outside of the bank, must be stored in a secured (locked) box or safe at Sunset Ranch Elementary School. The Vice-Presidents, and Treasurer shall have keys to the cabinet at all times. In the event an officer looses a key, the lock or entire safe must be replaced immediately and new keys distributed. * Committee Chairpersons conducting a fundraiser, who need to regularly put away incoming funds, MAY be given an extra key at the discretion of the Vice Presidents. In this event, the extra key must be returned to the Vice Presidents within 24 hours of the conclusion of the fundraiser.
i. Disbursements * Disbursement of funds require two (2) signatures. * Officers eligible to sign disbursement checks include the Vice Presidents, and the Secretary * Additional regulations regarding disbursements may be established by the Board via formal resolution at a Board meeting.
j. Non-Budgeted Expenses * Any expense exceeding the provisions of the final annual (fiscal year) budget is a “non-budgeted expense”. Any Board proposal to approve related Non-budgeted expenses over $10,000.00 must be approved as follows: 1) a proposal must be discussed and voted on in two separate P.T.C. 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 P.T.C. must be reviewed and re-adopted every five (5) years at minimum and every one (1) year at maximum.

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.
Standing Rules –
* 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 Presidents to ratify the appointment of chairmen, 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 adopted by a unanimous vote of the Sunset Ranch PTC Board on September 7, 2010