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SALT CREEK ELEMENTARY PARENT/GUARDIAN-TEACHER GROUP

2018-2019 BYLAWS

ARTICLE I - NAME

The name of this Group shall be the Salt Creek Elementary Parent/Guardian–Teacher Group, also known as the SCPTG. The purpose of this group shall be: (1) to support the educational mission of Salt Creek Elementary, a public school in the CVESD; (2) to promote the welfare of the pupils of Salt Creek Elementary; and (3) to foster cooperative working relationships between administrators, teachers, parents, the Salt Creek Elementary School Site Council, and with other parents’ clubs and schools.

ARTICLE II - MISSION

The mission of this Parent/Guardian -Teacher Group is to support Salt Creek Elementary programs by promoting cooperation, appreciation, and understanding between students, staff, families, and the community in conjunction with fundraising and volunteer support.

ARTICLE III - GOALS AND OBJECTIVES

The SCPTG will:

• Create an environment that fosters open communication between Salt Creek Elementary students, staff, families and community. • Create an open and friendly atmosphere that encourages all community members to participate in a cooperative and flexible group that is student centered. • Work in conjunction with staff and School Site Council and student support groups to help provide resources, when able/available, that promote educational programs and special events designed to better the Salt Creek Elementary School community. • Ensure that the valuable contributions made by Salt Creek Elementary students, staff and volunteers are recognized by the community at large. • Embody the Salt Creek Elementary Mountain Lion spirit by serving as ambassadors of goodwill in the pursuit of personal excellence.

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ARTICLE IV - MEMBERSHIP AND DUES

Section 1. Membership shall consist of any interested Salt Creek Elementary staff, family/guardian of enrolled Salt Creek students, and community members who have paid the established dues. Section 2. Dues shall remain at the established rate throughout the school year. Dues may only be changed for future years by a vote of the general membership, that will take place at the Budget Meeting in the 4th quarter. Section 3. Membership drives will be held the first three quarters of the school year. Dues will be accepted for the first three quarters of each school year. See Article V, Section 1 for voting rights. Section 4. All membership information will remain for the SCPTG use only and will not be disseminated for use outside the school.

ARTICLE V - VOTING RIGHTS & PROCEDURES

Section 1. All members in good standing prior to the vote are eligible and encouraged to vote. Membership must be paid by the final day of 3rd quarter of each school year, for vote to qualify. Section 2. These bylaws may be amended by a 2/3 vote of the current, present, eligible members at an SCPTG General Membership. Notification of a vote and proposed changes to the bylaws will be distributed to membership at least seven (7) days prior to the Bylaw Amendment vote. Section 3. A simple majority (50% plus one) or a simple plurality (if more than two choices are offered) shall determine the outcome of all other issues. A vote will be taken at an SCPTG General Membership meeting. Notification of an upcoming issue to be voted upon will be distributed in written or electronic format to the membership at least seven (7) days prior to the meeting. Section 4. Each individual, adult eligible member of the SCPTG is entitled to one vote. Absentee ballots may be obtained from the Parliamentarian two (2) days prior to the SCPTG General Membership meeting where a vote is scheduled, and absentee ballots must be returned to the Parliamentarian before that meeting is called to order.

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ARTICLE VI - OFFICERS

Section 1. The officers of the SCPTG must be current members of the SCPTG. Officers shall include the following: President, Vice President, Director of Fundraising, Director of Programs, Director of Membership, Director of Volunteers, Director of Communications, Parliamentarian, Secretary, and Treasurer. Officers shall be elected by a simple majority vote of the membership at the Board Election Meeting held in the 4th quarter. Each office of the PTG Board shall be occupied by only one person, with the exception of Director positions, which can be occupied by two individuals serving as Co-Directors, whereby each Director position will have only one vote. Section 2. The SCPTG Executive Board shall be comprised of the elected officers, an Upper & Lower Grade Teacher Representative, and the Principal (or Principal’s designee, who must be a staff member). Note: The Teacher Representatives and Principal or Principal Designee do not have voting rights on the SCPTG Board. They serve as advisory positions only. Section 3. The offices of President, Vice President, Director of Fundraising, Director of Programs, Director of Membership, Director of Volunteers, Director of Communications, Secretary and Treasurer must be held by a staff member or parent/guardian of a child currently enrolled in Salt Creek Elementary School. Section 4. Officers of the SCPTG shall be elected for a term of two academic years in an alternating cycle. No elected officer shall serve more than two consecutive terms in the same position. Cycle 1, beginning with the academic school year of 2018/2019, will start off the positions on the two year cycle. Cycle 1 includes the positions of: President, Secretary, Parliamentarian, Director of Programs, and Director of Volunteers. Cycle 2, beginning with the academic school year of 2018/2019, will start off the elected positions for one year and will begin the two year alternating cycle with the 2019/2020 academic school year. Cycle 2 includes the positions of: Vice President, Treasurer, Director of Membership, Director of Fundraising, and Director of Communication. Section 5. The Teacher Representative shall be appointed by the group of teachers of Salt Creek Elementary. A minimum of one representative will be chosen from both the lower and upper grades for a total of two teacher representatives. Their names shall be submitted to the Board Election Meeting in the 4th quarter.

ARTICLE VII - ELECTION OF OFFICERS

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Section 1. A Nominating Committee shall be established at the first Board meeting that falls after winter break. This committee will consist of the Principal (or Principal’s designee) and Two (2) current SCPTG members. (The two current members are based on the membership list maintained by the Director of Membership). The two current members will be appointed by the Executive Board. The duties of the Nominating Committee are defined in Article XI, Section 2.Parliamentarion will chair the Nominating Committee. Section 2. Nominees shall be posted two weeks prior to the Board Election Meeting. Nominee must be a SCPTG member in order to run for the Board position. Write-in candidates are allowed as long as the candidates are a SCPTG member. No person shall be nominated for more than one PTG Board position. Section 3. All qualified nominees shall be placed on a sample ballot. A sample ballot must be distributed to the membership seven days prior to the SCPTG General Membership meeting, when the election of officers will be held. The new officers will be announced to membership in written or electronic form within seven days after the election if it is not possible to announce the results immediately after the election. Section 4. Absentee ballots will be accepted under the provisions of Article V, Section 4. Section 5. Newly elected officers shall assume the responsibilities simultaneously with the outgoing Board at the end of the academic school year and will serve independently at the beginning of the new academic school year. Section 6. The outgoing Executive Board shall serve in an advisory position, to the best of their ability, to the incoming Executive Board for a period of one year.

ARTICLE VIII - DUTIES OF THE OFFICERS

Section 1. It shall be the responsibility of every officer to attend Executive Board meetings. The office held by any Board member missing three consecutive regularly scheduled Executive Board meetings shall be considered vacated with written notice from the President. The vacated position will be filled by general election if the office is vacated prior to the end of the second quarter. By the beginning of the third quarter, the position will be filled by a majority vote of the SCPTG Executive Board. Section 2. The outgoing and incoming Executive Board shall discuss the annual budget for the next school year at the last Executive

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Board meeting. The final proposed budget will be prepared by the incoming SCPTG Board and distributed to all current SCPTG members at the first quarter SCPTG Proposed Budget Meeting Notice of the Proposed Budget Meeting must be posted two weeks prior. At this time, members have an opportunity to make proposals for budget line items. The budget may be approved by a majority vote (according to Voting Rights and Procedures, Article V). After this meeting, the Executive Board will vote on budget approval according to Article IX, Section 4. Changes to the budget may be made in accordance with Article XII, Section 4. Section 3. Each executive board position shall be responsible for providing electronic and or written notes, processes, and duties for the incoming executive board members; and are responsible for maintaining documentation of the processes and duties as related to their position.

Section 4. President: The President is the Chief Executive Officer of the SCPTG and its Executive Board and will supervise the general management of the Group. The President: (a) May appoint chairpersons of standing committees as required. The President must be a member ex-officio of all standing committees of the SCPTG (e.g., nominating, fundraising and yearbook. (b) Is empowered to sign contracts and/or documents on behalf of the SCPTG, with Board approval, or appoint a representative to do so. The President shall be empowered, on approval of the majority of the members of the Executive Board, to act for the SCPTG in emergencies., with such action to be ratified at the next Board meeting. (c) Shall work closely with Salt Creek Elementary’s Principal. (d) Can attend, or appoint a designee to attend, meetings with School Site Council or any other group that requests Salt Creek Elementary representation. (e) Shall supervise and direct monthly Executive Board and General Membership meetings. (f) Shall oversee the activities of the Vice President and Directors. (g) Shall provide a written agenda two days prior for Executive Board and General Membership meetings. (h) Shall contribute content to the quarterly newsletter, if applicable.

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(i) Shall Monitor the SCPTG Board Shutterfly Site or any other form of communication chosen by the Executive Board to ensure accuracy. (j) Shall review bylaws annually beginning in the fourth quarter. (k) Shall maintain a general SCPTG email account. Section 5. Vice President: The Vice President shall:

(a) Have the executive powers and perform the duties of the President in his/her absence.

(b) Assist the President with monthly Executive Board and general membership meetings.

(c) Act as co-spokesperson for SCPTG.

(d) Assist in selection and supervision of chairpersons for special committees.

(e) Assist the President.

(f) Assist the Directors.

(g) Shall Maintain and keep SCPTG Board Shutterfly Site or any other form of communication chosen by the Executive Board (http://saltcreekptgboard.shutterfly.com/ with documents, photographs and other materials to ensure continuity and to serve as historical record. This is in conjunction with the Communications Director. (h) Act as liaison for the board at the School Site Council meetings or find a replacement to attend those meetings. (i) Review the bylaws annually beginning in the fourth quarter. Section 6. Director of Fundraising: The Director of Fundraising shall:

(a) Be involved in all fundraising activities.

(b) Review fundraising events, including any proposals for new events or discontinuation of existing events and distribute to the Board at the first Executive Board Meeting of the first quarter. (c) At end of school year, prepare a fundraising plan for the next school year and recommend appropriate action to the Executive Board.

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(d)Schedule restaurant nights at a minimum of three per year ( one per the first three quarters of the school year). (e)Send requests for donations to businesses by the first quarter. (f)Coordinate quarterly Box Tops drives as needed. (g)Review the bylaws annually beginning in the fourth quarter. Section 7. Director of Programs: The Director of Programs shall:

(a) Direct the implementation of programs/assemblies sponsored by the SCPTG including but not limited to: art, music, and technology programs. (b) Review programs/assemblies, including any proposals for new programs or discontinuation of existing programs to distribute to the Board at the first Executive Board Meeting of the first quarter. (c) Prepare a programs/assemblies plan for the next school year and recommend appropriate action to the Executive Board. (d) Be responsible for providing notice of programs/assemblies to the membership and staff.

(e)Review the bylaws annually beginning in the fourth quarter.

(f) Attend programs/assemblies as PTG Board point of contact or assign another representative to ensure proper implementation and address any questions, concerns or issues related to said program/assembly.

Section 8. Director of Membership: The Director of Membership shall:

(a) Be responsible for recruiting new members.

(b) Keep a current membership list accessible to the entire Board (all pertinent contact information).

(c) Provide the Executive Board the names of members in good standing for all General Membership voting. (d) Provide email addresses to Director of Communications to be able to distribute communications.

(e) Coordinate quarterly membership drives.

(f) Review the bylaws annually beginning in the fourth quarter.

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Section 9: Director of Volunteers: The Director of Volunteers shall:

(a) Be responsible for recruiting and coordinating volunteers including but not limited to room parents/guardians, grade-level volunteers, school programs, Eastlake Educational Foundation events, and school fundraisers. (b) Be responsible for creating and maintaining volunteer list for PTG, Salt Creek events, programs, and other activities as needed throughout the year. (c) Coordinate with committee chairs to provide volunteer list as needed. (d) Maintain the Volunteer SC Shutterfly Site or any other form of communication chosen by the Executive Board with current contact information of room parents and volunteers as well as update the activity calendar (e) Maintain the Volunteer Hot Spot in the copy room if needed. (f) Review the bylaws annually beginning in the fourth quarter. (g) Be responsible as the main point of contact(POC) for all Room Parents and serve as the main POC (or assign a POC) for volunteers at PTG sponsored events. (h) Hold one meeting in the first quarter to communicate all information to current year Room Parents. (i) Maintain/update Room Parent volunteer binder. (j) Review the bylaws annually beginning in the fourth quarter. Section 10. Secretary: The Secretary shall:

(a) Keep written records of all Executive Board and general membership meetings and provide a copy of the minutes and agenda which are accessible to all members by posting to the site chosen by the Executive Board to store historical documents and communication. school Wordpress site. If unable to attend a meeting, a replacement must be chosen from the Executive Board and must record meeting minutes. (b) Record all motions and outcome of votes.

(c) Record attendance of Board members at Executive Board meetings.

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(d) Assist the Vice President in preserving SCPTG related documents, photographs and other materials to ensure continuity and to serve as historical record. (e) Maintain the hanging wall file full of copies of all SCPTG documents made available to the Salt Creek community in the school Health/Attendance office. (F) Post minutes and meeting Agenda of Executive Board or General Membership meetings no later than ten (10) days after approval.

Section 11. Treasurer: The Treasurer shall:

(a) Be responsible for maintaining accurate records of all financial affairs of the SCPTG, including all monies earned and/or funds donated to the SCPTG. (b) Be responsible for payment and maintenance of annual liability insurance and providing documentation as needed for SCPTG events. (c) Complete a detailed Budget Analysis for the Executive Board Meetings. (d) Ensure that an annual review of financial statements is performed by an accountant or book keeper not serving on the SCPTG Executive Board. The results of this review shall be presented to the Executive Board upon completion and a summary presented at the next SCPTG General Membership meeting. (e) Ensure all financial records are turned over to the incoming Treasurer by the start of the next school year. (f) Ensure all expenditures, other than budgeted operating expenses, as identified in Article XII, section 4, are approved by the Executive Board and/or general membership, prior to disbursement. (g) Maintain a checking account requiring two signatures for amounts over $1,000.00. The President, Vice President, & Treasurer shall be named on this account. (h) Maintain inventory list of spirit gear, games and equipment purchased by SCPTG and kept on school property.

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(i) Prepare a proposed SCPTG budget plan to be presented to the Executive Board and general members at the first SCPTG General Membership meeting. See Article XIII, section 2. (j) Maintain a 501(C) non-profit status. Ensure proper tax filings /payments of any associated fees are made on an annual basis.

(k) Exhibit at all reasonable times the books of accounts and financial records to any SCPTG members on request. (l) Create and maintain a petty cash box with a minimum of $200.PTG funds must be deposited the next bank business day after an event. Cash should be safely secured after it has been dually counted by two PTG Elected Officers prior to the deposit.

(m) Work closely with fundraising chairpersons for all events and maintain all fundraising budgets.

(n) Manage the PTG drop box in the School’s office.

(o) Manage the distribution and disbursement of monies as approved by the board.

(p) Have a Live Scan fingerprinting completed, and on file with the School and/or District as soon as the Treasurer is elected for the upcoming school year, prior to handling of funds, due to the nature of the money being managed. This expense will be paid for by the SCPTG.

(q) Shall contribute content to the quarterly newsletter, if applicable.

(r) Review the bylaws annually beginning in the fourth quarter.

Section 12. Director of Communications: The Director of Communications shall:

(a) Assist the officers of the Executive Board in all areas of correspondence and communication with the general membership including preparation of quarterly newsletters, e-mails, weekly Wordpress updates, notices, signs, flyers, meeting minutes, and agendas as needed.

(b) Serves as lead in the preparation of quarterly newsletters & coordinates input from board members as needed in order to inform families of SCPTG news, events, wordpress if applicable and other information.

(c) Generate and distribute a quarterly newsletter if applicable.

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(d) Actively preserve SCPTG related documents, photographs and other materials to ensure continuity in the school’s office.

(e)Be responsible for the development and delivery of all electronic media to responsible party.

(f) Review bylaws annually beginning in the fourth quarter.

(g) Shall Maintain and keep SCPTG Board Shutterfly Site or any other form of communication chosen by the Executive Board(http://saltcreekptgboard.shutterfly.com/ with documents, photographs and other materials to ensure continuity and to serve as historical record. This is in conjunction with the Vice President.

Section 13. Parliamentarian: The Parliamentarian shall:

(a) Keep a current list of standing rules and advise the SCPTG on the validity of any question which may arise. (b) Be responsible for reviewing the existing bylaws annually beginning in the fourth quarter. Organize the proposed changes to bring to a General Membership vote that will take place before the end of the school year.

(c) Make recommendations to the Board regarding revisions to the existing bylaws. (d) Explain any revisions at general membership meetings called for the purpose of amending the bylaws when requested to do so by the President. (e) Read the sections from the bylaws pertaining to nominations and elections at the Board Election Meeting before the vote takes place. (f) Review existing bylaws, at least once a year, and make any necessary proposed changes with Bylaw Committee and Executive Board, before the end of 3rd quarter.

(g) Establish & chair a Bylaw Committee

(h) Oversee voting procedures.

(i) Maintain a list of Executive Board Member job descriptions and recommend updates to the Board with any changes.

(j) Ensure equal time for commentary for all members during Executive Board Meetings and General Membership meetings.

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ARTICLE IX - MEETINGS OF THE SCPTG

Section 1. General membership meetings shall be determined by the Executive Board within thirty days of the start of the school year. General membership meetings shall occur at a minimum of once in the first quarter Proposed Budget Meeting and once in the fourth quarter with the Year End Wrap Up Meeting General membership meetings will be held in the Salt Creek Elementary School auditorium, unless otherwise specified due to school vacations or other activities. Section 2. Executive Board meetings shall be determined by the Executive Board by the first day of the start of the new school year. Meetings shall meet monthly or at the discretion of the President. Meetings must be held at a time the Teacher Representative can attend. Section 3. The purpose of the General Membership meetings shall be to discuss SCPTG business, plans, and events with the members and to answer any questions from the members. Depending on the amount of information to be discussed, the General Membership meeting should be kept brief (no more than twenty to thirty minutes). Any additional time may or may not be used to allow for guest speakers so long as these topics meet the standards set forth in the SCPTG Goals and Objectives. Section 4. The Executive Board may meet, but not vote or have action taken, unless a quorum exists. A quorum is 50% plus one, or five votes for a majority of the elected Officers. The Executive Board consists of the following elected Officers consists of the President, Vice President, Director of Fundraising, Director of Programs, Director of Volunteers, Director of Membership, Director of Communications, Treasurer, Secretary- and Parliamentarian. . Section 5. The President may call, with the consent of any other four (4) Executive Board members, a special meeting of the SCPTG Executive Board. Section 6. A confidence vote can be taken on any member of the Executive Board at any time. If board members feel a confidence vote needs to be taken, all board members must be notified at least five business days before the intended scheduled confidence vote. If all board members agree to meet prior to the five day notice, the confidence vote may occur earlier. An anonymous vote is an option

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for this meeting. If the majority of those members present cast a vote of no confidence, the position is considered vacant immediately. If the majority of those present cast a vote of confidence, then the position remains unchanged.

ARTICLE X - STANDING AND SPECIAL COMMITTEES

Section 1. Standing Committee chairpersons of the SCPTG must be current members of the SCPTG and shall be appointed for a term of one year and may be reappointed to the same office. Section 2. The chairperson of each Standing Committee shall be responsible for making regular reports to the Executive Board Section 3. With the approval of the Executive Board, the President may appoint Special Committees of members in good standing, necessary to carry out the purposes of the Group. Special Committees shall be dissolved when they have discharged their duties. Section 4. Any Standing Committee, with the exception of the Nominating and Fundraising Committees, may become a Special Committee at the direction of the Executive Board.

ARTICLE XI - DUTIES OF STANDING COMMITTEE

Section 1. The Standing Committees of the SCPTG are the:

Committees may include but are not limited to: The Nominating Committee, Fundraising Committee, Fall Festival, Fun Run, Read a Thon and Yearbook Committees etc.,

These committees cannot be dissolved without a majority vote of the elected Executive Board.Standing committees can be created and dissolved at the direction of the Executive Board. Section 2. Nominating Committee: See Article VII, Section 1.

The nominating committee shall be coordinated by the Parliamentarian and shall be responsible for:

(a) Compiling a sample ballot listing all qualified SCPTG officer candidates to be presented at the Executive Board meeting before the Board Election Meeting.

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(b) Adding the names to the sample ballot of nominees identified at the meeting which falls before the general membership meeting when the election is held . (c) Ensuring absentee ballots are available through the Parliamentarian.

(d) And other duties referred to in Article VII.

Section 3. Fundraising Committee: The Fundraising Committee shall be coordinated by the Director of Fundraising, and all executive board members must participate on the fundraising committee. Section 4. Yearbook Committee: The Yearbook Committee will consist of a parent(s) and/or staff, and at least one PTG board member. This committee will be responsible for coordinating all aspects of yearbook production for the current school year. Yearbook Committee must be formed before the end of the current school year as the decision needs to be made which yearbook company to sign a contract with moving into the next school year.

ARTICLE XII - FUNDS

Section 1. All fundraising activities shall be voted on by the Executive Officers and subject to the approval of the Salt Creek Elementary School Principal. Section 2. All monies belonging to the SCPTG shall be expended only for purposes approved by the Executive Board Officers, subject to Article XII, Section 4. Section 3. Any staff or member of the SCPTG using the "Sponsorship Request Form" found in the office, may make a request for expenditure of funds. This request must be submitted in writing to the Executive Board, the Monday prior to the Executive Board Meeting. The request will be decided upon at that following Executive Board meeting. If the request is rejected, the person making the request will be notified by the Executive Board and given the Board’s rationale for the rejection. Section 4. Any expenditure not included in the approved budget, must be approved by a majority vote of the Executive Board elected Officers. All expenditures can be approved with one signature by the Treasurer, as long as it is within the approved budget. Any expenditure over $1000.00 will be required to have a second approval

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signature on the request form or invoice, to ensure validation and approval of the expense by the President, Vice President, and/or Secretary. Section 5. The SCPTG may accept gifts, legacies, donations and/or contributions in any form or amount upon such terms and conditions as decided by the Executive Board elected Officers. Section 6. All contributions paid or made to the SCPTG become the property of the SCPTG and/or Salt Creek Elementary School, and the contributor(s) shall have no further claim or rights thereto. Section 7. Maintain funds for two years of insurance coverage in the checking account. Section 8. Maintain a checking account balance that shall not exceed $10,000.00 from one school year to the next. Any funds over this amount must be spent within the school calendar year or moved to a reserve account. Section 9. A reserve account for long-term projects, maintenance, fundraising goals, etc., can be added to the budget with a majority vote by the Executive Board. Section 10. Balances in excess of $10,000.00 may be carried over to the reserve account. Section 11. Expenditure of dollars is allowed before the budget is approved with elected board approval up to $250.00 assuming there is sufficient funds from the prior year’s budget available. Section 12. All funds distributed by SCPTG to staff or any PTG members for supplies and/or materials, are to be used at Salt Creek Elementary School and will become property of SCPTG and/or Salt Creek Elementary School. Section 13. When the PTG cash box is being used at the school, a PTG elected Officer needs to be present to supervise the cash box contents. That board member is responsible for making sure the cash box is returned to the Treasurer in a timely manner and that the money in the cashbox is correctly counted and all money is accounted for. This cash box is NOT to be used to make change for Salt Creek Parents, Guardians or Staff members unless approval is given by the Treasurer, and/or President. Section 14. Upon the dissolution of this organization, assets shall be distributed to Salt Creek Elementary for one or more exempt

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purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to state or local government, for a public purpose.

ARTICLE XIII - LIABILITY OF MEMBERS

Section 1. No member shall be personally or otherwise liable for any of the debts, liabilities and/or obligations of the SCPTG unless illegal or fraudulent action is determined. Section 2. The SCPTG shall maintain liability insurance. It shall be the responsibility of the Treasurer and President to ensure that the policy remains current.

ARTICLE XIV - AMENDMENTS

See Article V, Section 2.

ARTICLE XV - PARLIAMENTARY AUTHORITY

Robert’s Rules of Order current edition shall be used to address all questions not covered by these bylaws.

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ARTICLE XVI - APPROVAL

These bylaws, after approval by The elected SCPTG Executive Board shall become effective immediately upon the majority vote of the SCPTG members. Approved by the Membership on : May 31st, 2018.__________

SCPTG President:Signature:_________________________________

Date: __________________

Parliamentarian’s Signature________________________________

Date:___________________

The Bylaws were Amended on: May 31st, 2018