Bylaws of The Parent Community Organization of The Environmental Charter School at Frick Park
AMENDED BYLAWS OF
THE PARENT COMMUNITY ORGANIZATION OF THE
ENVIRONMENTAL CHARTER SCHOOL AT FRICK PARK
ARTICLE I - GENERAL
Section 1. Name.
This organization shall be known as the Parent Community Organization of the Environmental Charter School at Frick Park (hereafter given as "PCO").
Section 2. Eligibility.
All persons who are employees and members of the Board of Trustees of, or are parents or legal guardians of children (hereafter, "parents") currently enrolled as students in, the Environmental Charter School at Frick Park (hereafter given as "the School" or "ECS") shall be members of the PCO. No corporations, incorporate persons or other organizational entities, who are not employees, members of the Board of Trustees, or parents of children currently enrolled in the School, may be members of the PCO. No further requirements for membership shall be made or imposed.
Section 3. Mission.
The mission of the Parent Community Organization is: to represent the views and concerns of parents to the school administration and staff; to serve the greater Pittsburgh community and to maintain a positive presence therein by being a model and advocate of sound environmental practice; to engage in innovative and effective fundraising and development activities; and to enhance the educational experience and personal growth of students, teachers, and families.
Section 4. Standing Committee of the School.
The PCO is a standing committee of the School, whose operations and functions are governed by these Bylaws, as amended from time to time. As a committee of the School, the PCO and its representatives shall act in accord with the School's non-profit mission, shall review and coordinate the PCO's business, operations, and functions with the Principal of the School as needed, shall be covered by the School's liability insurance, and shall disclose its financial affairs to the Principal of the School to be consolidated with the financial reporting of the School.
ARTICLE II - EXECUTIVE COMMITTEE
Section 1. Purpose and Function.
In accordance with the mission of the PCO, the Executive Committee (hereafter, "Executive" or "Executive Committee") shall:
- direct and plan the activities of the PCO in general;
- co-ordinate the specific efforts and activities of PCO committees and initiatives;
- facilitate communication within the school community (Board of Trustees, employees, and parents);
- carry out all routine tasks necessary for the fulfillment of the PCO mission.
Section 2. Composition.
The Executive shall consist of thirteen seats, each held by a member of the committee, plus three non-voting Executive Committee members. Three of the thirteen members shall be the moderator, secretary and treasurer of the PCO. All Members of the Executive shall be parents or guardians of children currently enrolled as students at ECS. In addition, the Principal of the School and a designated representative to the Board of Trustees of the School selected by a vote of the Executive (the "PCO Representative") shall have the ex officio right to participate in meetings of the Executive.
The PCO Representative on the Board of Trustees will attend PCO meetings. The PCO Representative is expected to:
• attend two meetings each month (PCO and Board of Trustees meetings)
• submit a PCO report to the Board of Trustees monthly
• provide the PCO with agenda, minutes and other public documents from the Board of Trustees meetings
• commit to this role for two years
• fulfill the Board of Trustees' membership requirements.
The timing for selecting the PCO Representative will match the timing for the PCO Executive Committee member nominations: The nominating committee shall be established at the January meeting. The slate of nominees should be confirmed by April 30. The Executive shall, in a duly constituted meeting, elect the PCO Representative by majority vote from among its members no later than May 31.
The term of the PCO Representative term shall be for two years; however, there is no limit to the number of terms an individual may serve in this role. The Executive may, by majority vote, remove from office the PCO Representative.
Section 3. Tenure and Rotation of Membership.
Executive members shall retain their seats until vacated. At the first meeting of the Executive nearest after April 30 of each year, three seats must be vacated. If any member wishes to voluntarily vacate his or her seat, his or her intention must be communicated to the Executive no later than April 30 of each year.
If the seats voluntarily resigned equal or exceed three, the non-voting members have the first chance to fill those positions, then the Executive shall proceed by random lot to fill all vacant seats including the three non-voting seats from those selected for eligibility by the Nominating Committee (see Nominations, below). All nominees' names are to be chosen and listed sequentially, in order to fill any vacant spots throughout the year.
If however the number of seats voluntarily resigned is fewer than three, the Executive shall choose by random lot among those who have served as voting members for at least two full years sufficient members to vacate their seats, until the number of seats vacated is three. In no case may more than one officer be chosen to vacate a seat by lot; a choice by lot of an officer after the first shall be null and the lot repeated. After sufficient seats have been vacated by lot to make a total of three, the Executive shall present the confirmed slate of nominees (see Nominations, below) for random lot to the PCO to fill all vacant seats by May 31 of each year.
Section 4. Mid-Year Vacancies.
An Executive seat vacated by resignation more than three months prior to July 30 shall be filled for the remainder of the year by the first non-voting Executive member. If the first non-voting member cannot fulfill this role, then the second non-voting member will fill the seat, followed by the third non-voting member. Additional non-voting members will be assigned from the list of nominees selected at the time of the random lot in order.
Section 5. Nominations.
The Nominating Committee shall consist of three (3) members of the Executive, each of whom shall be chosen by majority vote of the Executive by January 31 of each year. The Nominating Committee will solicit nominations from parents of the PCO, including self-nominations, by public announcement no later than February 15 of each year. By April 30 of each year, the Nominating Committee shall submit a confirmed slate of nominees to the Executive who shall be eligible for an Executive seat in the following year (see Tenure and Rotation of Membership, above).
Section 6. Meetings.
The Executive shall meet a minimum of eight (8) times in each year from July 30 until the next, either separately or in combination with a regular meeting of the PCO. According to need, the Moderator may call special meetings of the Executive in excess of this number. Additionally, motions may be proposed and votes taken at a website designated by the Executive for this purpose, according to the rules specified in Article V, Section 2 below.
Section 7. Notification and Public Attendance.
To the extent practicable, notice of meetings of the Executive shall be given to members and parents by reasonable means. Attendance at meetings of the Executive shall ordinarily be open to all members of the Board of Trustees, school employees and parents. A motion to restrict public attendance shall require the affirmative vote of two-thirds of the members of the Executive Committee.
Section 8. Quorum.
Meetings of the Executive Committee, or of any sub-committee thereof, shall require a simple majority (one more than one-half of the members), present in person, in order to conduct or transact business. In the case that there are not enough regular Executive Committee members present to fulfill a quorum, the highest ranked non-voting member present may step in to fulfill the quorum and vote.
Section 9. Procedure and Voting.
Meetings of the Executive Committee shall be conducted according to the ordinary rules of parliamentary procedure. In particular, each member of the Executive Committee shall be entitled to one vote upon each matter submitted to a vote at meetings of the Executive Committee, and the two thirds (2/3) majority vote of those members present and entitled to vote at a duly organized meeting of the Executive Committee shall decide any question put to a vote.
Motions concerning PCO business and policy can be made, debated and voted on by the Executive online, on a website, or on an online message board accessible only to members of the Executive. Any member of the Executive may post a motion on a designated online location, website, or message board and notify all members of the Executive by available electronic mail addresses and/or other reasonable means. Provided that a quorum of the Executive participates in the electronic vote, the two thirds (2/3) majority vote of those members participating in the vote shall decide any question put to a vote through a motion made by electronic means as described herein. The results of the vote will be recorded in the minutes of the next occurring meeting of the Executive. No proposals to change the PCO by-laws, Executive membership, members' assignments to areas of responsibility, or committee chairmanship can be made by online motion.
ARTICLE III - OFFICERS
The Executive shall, in a duly constituted meeting, elect by majority vote from among its members, a Moderator, a Secretary and a Treasurer. Officer terms shall be for one year; however, there is no limit to the number of terms an individual may serve as an elected officer. The Executive may, by majority vote, remove from office the Moderator, Secretary and Treasurer.
Section 1. Moderator
The moderator shall:
- set the agenda for meetings of the Executive and general meetings of the PCO;
- preside as chairperson at those meetings;
- speak for and represent the Executive Committee and PCO as the Executive Committee authorizes.
He or she shall also carry out other duties as may from time to time be assigned to him or her by the Executive Committee. In the physical absence or temporary incapacity of the Moderator, an alternate moderator may act as chairman or chairwoman at meetings of the Executive, and carry out all of the Moderator's other duties by the consent of a simple majority of the Executive.
Section 2. Secretary
The secretary shall:
- maintain or supervise the maintenance of the minutes of all Executive Committee meetings;
- conduct or supervise the conduct of Executive Committee correspondence or other communication;
- administer or supervise the administration of a PCO website, discussion board, blog or other official means of electronic communication.
He or she shall also carry out other duties as may from time to time be assigned to him or her by the Executive Committee.
Section 3. Treasurer.
The Treasurer shall:
- direct financial operations of the PCO including raising and spending money for PCO activities;
- keep records relating to PCO financial operations and report to the Executive Committee regarding the same;
- prepare an annual financial report to be presented at the annual meeting of the PCO.
- liaise as required with the Principal of the School and/or the school staff regarding PCO financial operations.
ARTICLE IV - SUB-COMMITTEES
Section 1. Standing Sub-Committees.
By majority vote the Executive may create or dissolve standing sub-committees ("action committees") for particular purposes, and shall appoint a chairman or chairwoman for each such standing committee. Other particulars of membership and procedure will ordinarily be determined by the standing sub-committee itself, in accordance with the requirements of its charge or remit from the Executive. The chairperson, once appointed by the Executive, will direct the recruitment of other committee members; preside over meetings of the committee, and report to the Executive regarding the committee's progress and activities.
ARTICLE V - MEETINGS
Section 1. Regular Meetings.
The PCO shall hold a regular meeting once a month during the school year, weather and/or schedule permitting, at a date, time and place determined by the Executive.
Section 2. Annual Meeting.
The PCO's annual meeting shall be held in June of each year. The annual meeting is for receiving annual reports from standing sub-committees, electing officers, reviewing a financial annual report and conducting other end-of-year business as needed.
Section 3. Special Meetings.
Special meetings may be called by the president, any two members of the Executive, or by the Board of Trustees of the school. Notice of a special meeting shall be sent to members at least three (3) days before the meeting.
Section 4. Notice.
It is the responsibility of the Executive to give notice of meetings via the PCO website, available electronic mail addresses, and/or other reasonable means.
ARTICLE VI - FINANCES AND OPERATIONS
Section 1. Annual Report.
The Treasurer shall prepare an annual financial report to be presented at the annual meeting of the PCO.
Section 2. Checks.
Two authorized signatures shall be required on a requisition for each check issued by the PCO. At least one signature shall be an officer (Moderator, Secretary or Treasurer). The second signature may be a second officer or the chairperson of a standing sub-committee of the Executive. A sub-committee chairperson may only be a second signer if the expenditure is relevant to that sub-committee. The Treasurer shall verify all expenditures before checks are issued. Expenditures by the PCO in excess of one hundred and fifty dollars ($150.00) shall be approved by a vote of the Executive.
Section 3. Grants.
All proposals and/or grant applications to funding organizations shall be disclosed to and reviewed by the Principal of the School before they are submitted to said organizations.
Section 4. Fiscal Year.
The fiscal year of the PCO shall be the same as the fiscal year of the School.
Section 5. Books, Lists and Records.
The PCO and its Executive shall keep in written form, correct and complete books and records of account and minutes of the meetings of the Executive and standing committees, and such special committees as from time to time may be designated by the Executive.
ARTICLE VII - AMENDMENTS
Section 1. Amendments.
These Bylaws may be amended, altered or repealed by the Executive Committee by a vote of two-thirds or more of the members of the Executive Committee.
These Bylaws were approved at a meeting of the Executive Committee of the PCO on September 12, 2011.
Amended and Restated Bylaws
Approved by the Executive Committee:
September 12, 2011
THE PARENT COMMUNITY ORGANIZATION OF THE
ENVIRONMENTAL CHARTER SCHOOL AT FRICK PARK
ARTICLE I - GENERAL
Section 1. Name.
This organization shall be known as the Parent Community Organization of the Environmental Charter School at Frick Park (hereafter given as "PCO").
Section 2. Eligibility.
All persons who are employees and members of the Board of Trustees of, or are parents or legal guardians of children (hereafter, "parents") currently enrolled as students in, the Environmental Charter School at Frick Park (hereafter given as "the School" or "ECS") shall be members of the PCO. No corporations, incorporate persons or other organizational entities, who are not employees, members of the Board of Trustees, or parents of children currently enrolled in the School, may be members of the PCO. No further requirements for membership shall be made or imposed.
Section 3. Mission.
The mission of the Parent Community Organization is: to represent the views and concerns of parents to the school administration and staff; to serve the greater Pittsburgh community and to maintain a positive presence therein by being a model and advocate of sound environmental practice; to engage in innovative and effective fundraising and development activities; and to enhance the educational experience and personal growth of students, teachers, and families.
Section 4. Standing Committee of the School.
The PCO is a standing committee of the School, whose operations and functions are governed by these Bylaws, as amended from time to time. As a committee of the School, the PCO and its representatives shall act in accord with the School's non-profit mission, shall review and coordinate the PCO's business, operations, and functions with the Principal of the School as needed, shall be covered by the School's liability insurance, and shall disclose its financial affairs to the Principal of the School to be consolidated with the financial reporting of the School.
ARTICLE II - EXECUTIVE COMMITTEE
Section 1. Purpose and Function.
In accordance with the mission of the PCO, the Executive Committee (hereafter, "Executive" or "Executive Committee") shall:
- direct and plan the activities of the PCO in general;
- co-ordinate the specific efforts and activities of PCO committees and initiatives;
- facilitate communication within the school community (Board of Trustees, employees, and parents);
- carry out all routine tasks necessary for the fulfillment of the PCO mission.
Section 2. Composition.
The Executive shall consist of thirteen seats, each held by a member of the committee, plus three non-voting Executive Committee members. Three of the thirteen members shall be the moderator, secretary and treasurer of the PCO. All Members of the Executive shall be parents or guardians of children currently enrolled as students at ECS. In addition, the Principal of the School and a designated representative to the Board of Trustees of the School selected by a vote of the Executive (the "PCO Representative") shall have the ex officio right to participate in meetings of the Executive.
The PCO Representative on the Board of Trustees will attend PCO meetings. The PCO Representative is expected to:
• attend two meetings each month (PCO and Board of Trustees meetings)
• submit a PCO report to the Board of Trustees monthly
• provide the PCO with agenda, minutes and other public documents from the Board of Trustees meetings
• commit to this role for two years
• fulfill the Board of Trustees' membership requirements.
The timing for selecting the PCO Representative will match the timing for the PCO Executive Committee member nominations: The nominating committee shall be established at the January meeting. The slate of nominees should be confirmed by April 30. The Executive shall, in a duly constituted meeting, elect the PCO Representative by majority vote from among its members no later than May 31.
The term of the PCO Representative term shall be for two years; however, there is no limit to the number of terms an individual may serve in this role. The Executive may, by majority vote, remove from office the PCO Representative.
Section 3. Tenure and Rotation of Membership.
Executive members shall retain their seats until vacated. At the first meeting of the Executive nearest after April 30 of each year, three seats must be vacated. If any member wishes to voluntarily vacate his or her seat, his or her intention must be communicated to the Executive no later than April 30 of each year.
If the seats voluntarily resigned equal or exceed three, the non-voting members have the first chance to fill those positions, then the Executive shall proceed by random lot to fill all vacant seats including the three non-voting seats from those selected for eligibility by the Nominating Committee (see Nominations, below). All nominees' names are to be chosen and listed sequentially, in order to fill any vacant spots throughout the year.
If however the number of seats voluntarily resigned is fewer than three, the Executive shall choose by random lot among those who have served as voting members for at least two full years sufficient members to vacate their seats, until the number of seats vacated is three. In no case may more than one officer be chosen to vacate a seat by lot; a choice by lot of an officer after the first shall be null and the lot repeated. After sufficient seats have been vacated by lot to make a total of three, the Executive shall present the confirmed slate of nominees (see Nominations, below) for random lot to the PCO to fill all vacant seats by May 31 of each year.
Section 4. Mid-Year Vacancies.
An Executive seat vacated by resignation more than three months prior to July 30 shall be filled for the remainder of the year by the first non-voting Executive member. If the first non-voting member cannot fulfill this role, then the second non-voting member will fill the seat, followed by the third non-voting member. Additional non-voting members will be assigned from the list of nominees selected at the time of the random lot in order.
Section 5. Nominations.
The Nominating Committee shall consist of three (3) members of the Executive, each of whom shall be chosen by majority vote of the Executive by January 31 of each year. The Nominating Committee will solicit nominations from parents of the PCO, including self-nominations, by public announcement no later than February 15 of each year. By April 30 of each year, the Nominating Committee shall submit a confirmed slate of nominees to the Executive who shall be eligible for an Executive seat in the following year (see Tenure and Rotation of Membership, above).
Section 6. Meetings.
The Executive shall meet a minimum of eight (8) times in each year from July 30 until the next, either separately or in combination with a regular meeting of the PCO. According to need, the Moderator may call special meetings of the Executive in excess of this number. Additionally, motions may be proposed and votes taken at a website designated by the Executive for this purpose, according to the rules specified in Article V, Section 2 below.
Section 7. Notification and Public Attendance.
To the extent practicable, notice of meetings of the Executive shall be given to members and parents by reasonable means. Attendance at meetings of the Executive shall ordinarily be open to all members of the Board of Trustees, school employees and parents. A motion to restrict public attendance shall require the affirmative vote of two-thirds of the members of the Executive Committee.
Section 8. Quorum.
Meetings of the Executive Committee, or of any sub-committee thereof, shall require a simple majority (one more than one-half of the members), present in person, in order to conduct or transact business. In the case that there are not enough regular Executive Committee members present to fulfill a quorum, the highest ranked non-voting member present may step in to fulfill the quorum and vote.
Section 9. Procedure and Voting.
Meetings of the Executive Committee shall be conducted according to the ordinary rules of parliamentary procedure. In particular, each member of the Executive Committee shall be entitled to one vote upon each matter submitted to a vote at meetings of the Executive Committee, and the two thirds (2/3) majority vote of those members present and entitled to vote at a duly organized meeting of the Executive Committee shall decide any question put to a vote.
Motions concerning PCO business and policy can be made, debated and voted on by the Executive online, on a website, or on an online message board accessible only to members of the Executive. Any member of the Executive may post a motion on a designated online location, website, or message board and notify all members of the Executive by available electronic mail addresses and/or other reasonable means. Provided that a quorum of the Executive participates in the electronic vote, the two thirds (2/3) majority vote of those members participating in the vote shall decide any question put to a vote through a motion made by electronic means as described herein. The results of the vote will be recorded in the minutes of the next occurring meeting of the Executive. No proposals to change the PCO by-laws, Executive membership, members' assignments to areas of responsibility, or committee chairmanship can be made by online motion.
ARTICLE III - OFFICERS
The Executive shall, in a duly constituted meeting, elect by majority vote from among its members, a Moderator, a Secretary and a Treasurer. Officer terms shall be for one year; however, there is no limit to the number of terms an individual may serve as an elected officer. The Executive may, by majority vote, remove from office the Moderator, Secretary and Treasurer.
Section 1. Moderator
The moderator shall:
- set the agenda for meetings of the Executive and general meetings of the PCO;
- preside as chairperson at those meetings;
- speak for and represent the Executive Committee and PCO as the Executive Committee authorizes.
He or she shall also carry out other duties as may from time to time be assigned to him or her by the Executive Committee. In the physical absence or temporary incapacity of the Moderator, an alternate moderator may act as chairman or chairwoman at meetings of the Executive, and carry out all of the Moderator's other duties by the consent of a simple majority of the Executive.
Section 2. Secretary
The secretary shall:
- maintain or supervise the maintenance of the minutes of all Executive Committee meetings;
- conduct or supervise the conduct of Executive Committee correspondence or other communication;
- administer or supervise the administration of a PCO website, discussion board, blog or other official means of electronic communication.
He or she shall also carry out other duties as may from time to time be assigned to him or her by the Executive Committee.
Section 3. Treasurer.
The Treasurer shall:
- direct financial operations of the PCO including raising and spending money for PCO activities;
- keep records relating to PCO financial operations and report to the Executive Committee regarding the same;
- prepare an annual financial report to be presented at the annual meeting of the PCO.
- liaise as required with the Principal of the School and/or the school staff regarding PCO financial operations.
ARTICLE IV - SUB-COMMITTEES
Section 1. Standing Sub-Committees.
By majority vote the Executive may create or dissolve standing sub-committees ("action committees") for particular purposes, and shall appoint a chairman or chairwoman for each such standing committee. Other particulars of membership and procedure will ordinarily be determined by the standing sub-committee itself, in accordance with the requirements of its charge or remit from the Executive. The chairperson, once appointed by the Executive, will direct the recruitment of other committee members; preside over meetings of the committee, and report to the Executive regarding the committee's progress and activities.
ARTICLE V - MEETINGS
Section 1. Regular Meetings.
The PCO shall hold a regular meeting once a month during the school year, weather and/or schedule permitting, at a date, time and place determined by the Executive.
Section 2. Annual Meeting.
The PCO's annual meeting shall be held in June of each year. The annual meeting is for receiving annual reports from standing sub-committees, electing officers, reviewing a financial annual report and conducting other end-of-year business as needed.
Section 3. Special Meetings.
Special meetings may be called by the president, any two members of the Executive, or by the Board of Trustees of the school. Notice of a special meeting shall be sent to members at least three (3) days before the meeting.
Section 4. Notice.
It is the responsibility of the Executive to give notice of meetings via the PCO website, available electronic mail addresses, and/or other reasonable means.
ARTICLE VI - FINANCES AND OPERATIONS
Section 1. Annual Report.
The Treasurer shall prepare an annual financial report to be presented at the annual meeting of the PCO.
Section 2. Checks.
Two authorized signatures shall be required on a requisition for each check issued by the PCO. At least one signature shall be an officer (Moderator, Secretary or Treasurer). The second signature may be a second officer or the chairperson of a standing sub-committee of the Executive. A sub-committee chairperson may only be a second signer if the expenditure is relevant to that sub-committee. The Treasurer shall verify all expenditures before checks are issued. Expenditures by the PCO in excess of one hundred and fifty dollars ($150.00) shall be approved by a vote of the Executive.
Section 3. Grants.
All proposals and/or grant applications to funding organizations shall be disclosed to and reviewed by the Principal of the School before they are submitted to said organizations.
Section 4. Fiscal Year.
The fiscal year of the PCO shall be the same as the fiscal year of the School.
Section 5. Books, Lists and Records.
The PCO and its Executive shall keep in written form, correct and complete books and records of account and minutes of the meetings of the Executive and standing committees, and such special committees as from time to time may be designated by the Executive.
ARTICLE VII - AMENDMENTS
Section 1. Amendments.
These Bylaws may be amended, altered or repealed by the Executive Committee by a vote of two-thirds or more of the members of the Executive Committee.
These Bylaws were approved at a meeting of the Executive Committee of the PCO on September 12, 2011.
Amended and Restated Bylaws
Approved by the Executive Committee:
September 12, 2011
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