Three Rivers School PTA/Parent Club Bylaws

Three Rivers School Parent Club

Rules and Bylaws

 

Mission

The Parent Club aims to support the students, staff, and teachers at Three Rivers School to provide financial assistance for educational endeavors in and outside of the classroom. In addition, the Parent Club looks to build a sense of community within all parents and guardians of Three Rivers School students, and enhance relationships with businesses and organizations in the Sunriver area.

 

Duties of Officers

 

The President shall:

  1. Create agenda and preside at all meetings of Parent Club and the Advisory Board.
  2. Assist in supporting Parent Club events and programs.
  3. Make decisions throughout the year based on the pre-approval of the budget and calendar of events by the Advisory Board.
  4. Consistently communicate and meet with Three Rivers School teachers and staff to discuss concerns, areas of need or support, etc.
  5. Act as a Parent Club resource or liaison with surrounding community.
  6. Actively work with all Officers and Advisory Board members to fill various Chair positions.
  7. Be an ex-officio member of all committees, except the nominating committee.
  8. Together with the treasurer, approve disbursement of funds within the approved budget or as authorized by the Advisory Board.
  9. In consultation with the treasurer, delegate the authority to disburse funds of the Parent Club to one or more persons approved by the Advisory Board, provided such persons disburse funds only upon authorization of the president or the treasurer.
  10. Perform other duties as outlined in the standing rules of Oregon and National PTA.

 

The Vice President shall:

  1. Act as an aide to the president.
  2. In the absence of the president and the president elect, or their inability to act, the vice president for leadership shall temporarily perform the duties and exercise the powers of the president.
  3. Perform other duties as outlined in the standing rules of Oregon and National PTA.  

 

The Secretary shall:

  1. Keep minutes and a record of attendance at all afternoon Parent Club meetings.
  2. Send meeting minutes promptly to Public Relations Coordinators.
  3. In the absence of the president, the president elect, the vice president for leadership, the vice president for legislation, the vice president for membership, and the vice president for programs or their inability to act, the secretary shall temporarily perform the duties and exercise the powers of the president.
  4. Perform other duties as outlined in the standing rules of Oregon and National PTA.

The Treasurer shall:

  1. Together with the president or president elect, approve disbursement of funds within the approved budget or as authorized by the Advisory Board.
  2. Secure Parent Club’s annual financial report to make available as requested.
  3. Present written statements of accounts at meetings and at other times when requested to do so by the president.
  4. Regularly balance the Parent Club bank account.
  5. Meet quarterly with the Three Rivers School Office Manager to reconcile monies approved for Otter Have and Otter Club Have requests.   
  6. Have their duties delegated to one or more persons designated by the Advisory Board as needed in their absence.
  7. In the absence of the president, the president elect, the vice president for leadership, the vice president for legislation, the vice president for membership, the vice president for programs, and the secretary or their inability to act, the treasurer shall temporarily perform the duties and exercise the powers of the president.
  8. Perform other duties as outlined in the standing rules of Oregon and National PTA.

 

The Public Relations Coordinators shall:

  1. Continuously work to increase awareness of the Parent Club meetings, events and programs within Three Rivers School, the Bend-La Pine School District and surrounding communities.
  2. Regularly check Parent Club email, social media accounts, etc. for feedback or questions.
  3. Send out monthly meeting minutes to all Parent Club members via email.
  4. Create Facebook and Band calendar events specifically for Parent Club meetings and events.
  5. Email Three Rivers School front office staff regularly with information to be included in the Otter News.
  6. Create and manage Parent Club master email list.
  7. Regularly update the Parent Club WordPress blog and social media accounts, and send emails with Parent Club news, information, reminders, etc.
  8. Utilizing social media, email, etc. post regular Student Success Stories that showcase where the Parent Club monies have assisted in or outside of the classroom.
  9. Send event and meeting information home with students via paper flyers.
  10. Quarterly update the Parent Club display case across from the Three Rivers School front office.

 

Duties of Advisory Board

 

The Advisory Board shall:

  1. To transact necessary business in the intervals between Parent Club meetings (summer months).
  2. Create special committees if necessary.
  3. Select an auditor or an audit committee to audit the treasurer’s accounts.
  4. Approve the local Parent Club budget for the year.
  5. Knows and follows the mission and purposes of the Parent Club.
  6. Knows and follows the unit’s bylaws and regularly reviews and updates those bylaws.
  7. Creates plans, sets goals, and works toward achieving the goals.
  8. Monitors and assesses success of programs and events.
  9. Measures impact of its programs and events on achieving the Parent Club mission.
  10. Ensures adequate financial resources for achieving Parent Club goals and mission.
  11. Provides financial oversight and follows good financial practices.
  12. Builds a competent board through training, recruitment, and assessment.
  13. Ensures legal and ethical integrity by operating transparently, complying with law, and remaining accountable to membership and to each other.
  14. Enhances Parent Club’s reputation and public standing.

Regular meetings of the Advisory Board shall be held during the year; the time to be fixed by the board at its first meeting of the year. A majority of the board shall constitute a quorum. Special meetings of the Advisory Board may be called by the president or by a majority of the respective members of the Advisory Board, with due notice being given.

Duties of the Officers AND Advisory Board

 

The duties of the Officers and Advisory Board shall also include:

  1. Attend all Parent Club and Advisory Board meetings, or notify Parent Club Officers if unable to attend a meeting due to employment, illness, or other extreme circumstances.
  2. To know the Parent Club’s mission and purpose and use them to guide behavior and decisions.  
  3. Possess a copy of and have read the unit’s bylaws and standing rules.
  4. Disclose conflicts of interest.  
  5. Keep confidential Parent Club sensitive information and internal discussions.
  6. Prepare for meetings by reading all pertinent documents prior to attending.
  7. Actively participate in Parent Club meetings.
  8. Listen respectfully and consider all sides of an issue.
  9. Help set and then monitor Parent Club goals.
  10. Play an active role in growing membership.
  11. Read and understand financial reports, and ensure the Parent Club stays within budget.
  12. Advocate on behalf of Parent Club.
  13. Contribute toward a positive public image of Parent Club.
  14. Mentor and orient new Officers and Advisory Board members.
  15. Ensure unit limits risk and is properly insured.
  16. Ensure unit complies with state PTA rules and files appropriate state PTA reports, including reporting of Parent Club membership and officer contact information.
  17. Ensure unit files appropriate IRS forms and state tax exempt and corporate forms.

 

Standing Rules

Meeting Agenda and Discussion

Parent Club agendas will be posted to the Band application at least one week prior to the meeting date. All Parent Club members are encouraged to post any additional agenda items, questions or concerns up until the day before the next meeting.

 

Discussion of all meeting agenda items will happen at both monthly meetings; the afternoon meeting at Three Rivers School and the evening social hour at a local restaurant.

 

Voting

Voting for all Parent Club decisions will occur at the next Parent Club afternoon and evening meetings, as well as that day on the Band application for those that cannot attend.

 

Issues and Concerns

All Parent Club members will be asked to voice any issues or complaints by emailing trsparentsclub@gmail.com. This email will then be forwarded to all Officers and Advisory Board members for discussion. If needed, the issue or concern will be added to the next meeting’s agenda for further discussion and/or voting by all Parent Club members.

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