Sherwood High School Parent Advisory Council

Section 1: Name.  The name of the organization, corporation shall be Sherwood High School Parent Advisory Council (SHS PAC).

 

Section 2: This Corporation shall be organized and operated exclusively for charitable, scientific, literary and educational purposes.  Subject to the limitations stated in the Articles of Incorporation, the purposes of this corporation shall be to engage in any lawful activities, none of which are for profit, for which corporations may be organized under Chapter 65 of the Oregon Revised Statutes (or its corresponding future provisions) and Section 501(c)(3) of the of the Internal Revenue Code of 1954 (or its corresponding future provisions).

 

Section 3: Purpose.  The Sherwood High School PAC primary purpose shall be to establish a parent, teacher and school staff working relationship to enhance the school community and learning environment within Sherwood High School; and to support Sherwood High School students, teachers, school staff and programs through volunteer and fund raising efforts.

Section 1 Members.  Membership shall consist of parents and legal guardians of Sherwood High School students.

 

Section 2 Voting.  Each member shall be entitled to one vote of all matters for which a membership is permitted by law, the Articles of Incorporation, or the bylaws of this corporation. 

Section 1: Annual Meeting.  A meeting shall be held annually for the purpose of electing PAC Officers.  The Executive Committee shall set the date, time, and place of the Annual Meeting.
 
Section 2: Monthly Meetings.  PAC Meetings shall be held at least once a month during the school year in order to conduct PAC Business.  The Executive Committee shall set the date, time, and place of the Monthly Meetings.

 

Section 3: Meeting Notice.  Notice of each meeting shall be given to the Members of the PAC at least 10 days in advance.

 

Section 4: Quorum and Voting.  Those votes represented at a meeting of members shall constitute a quorum.  A majority of vote of the members voting is the act of the members, unless these bylaws or the law provide differently. 

Section 1: Committee Duties.  The Executive Committee shall manage the affairs of the PAC.  The Executive Committee is responsible for overall policy and direction of the PAC.

 

Section 2: Committee Officers.  The Executive Committee will consist of all elected PAC Officers.  The Executive Committee shall have up to nine (9) and no fewer than five (5) PAC officers.  The Executive Committee receives no compensation.

 

Section 3: Committee Meetings.  The Executive Committee shall meet at least monthly, at an agreed upon date, time and place.

 

Section 4: Special Committee Meetings.  Special Meetings of the Executive Committee shall be called upon the request of the President or one-third of the Executive Committee.  Special meetings of the Executive Committee shall be held at the time and place to be determined by the Executive Committee.  Notice of such meetings, describing the date, time, place and purpose of the meeting shall be delivered to each officer personally, by telephone or e-mail not less than two days prior to the special meeting.

 

Section 5: Committee Quorum and Voting.  An Executive Committee quorum shall be two-thirds of elected officers.  If a quorum is present, action is taken by a majority vote of officers present.

 

Section 6: Voting.  There shall be no more than nine voting officers serving on the Executive Committee.  The Principal of the school shall serve as a member of the Executive Committee, however, will serve as a non-voting member.  Permanent voting officer members of the Executive Council shall consist of President, Vice President, Vice President of Volunteer Support, Vice President of Senior Class Activities, Vice President of Junior Class Activities, Vice President of Sophomore Class Activities, Vice President of Freshman Class Activities, Secretary and Treasurer.

Section 1: Elections.  Nomination of officers will occur as the first item of business at the monthly meeting preceding the Annual Meeting.  Ballots are to be made available to all PAC Members within 2 weeks prior to the Annual Meeting and are due back to the Sherwood High School PAC at least one week in advance of the Annual Meeting.  Ballots will be counted by no fewer than three members of the outgoing Executive Committee and the Principal of the school.  The candidates for office will be invited to attend the ballot counting.

 

Section 2: Terms.  All Officers shall serve 1-year terms, and are eligible for re-election.

 

Section 3: Officers and Duties.

President.  The President shall create the agenda for Annual, Monthly and Executive Committee meetings, facilitate PAC meetings, be responsible for PAC communication, act as a liaison with the school principal, support the Vice Presidents and school activities, and provide newsletter updates.  Is the liaison to the SHS administration.

 

Vice President.  The Vice President shall preside over meetings in the absence of the President.  Become President in the event that the President resigns, moves, etc.  Schedule guest speakers for meetings.  Support the President.

 

Vice President of Senior Class Activities.   Serves as the Chairperson for all Senior activities.  Acts as liaison to the SHS Activities Director.  Assists other officers and performs duties as assigned by the President. 

 

Vice President of Junior Class Activities.   Serves as the Chairperson for all Junior activities.  Acts as liaison to the SHS Activities Director.  Assists other officers and performs duties as assigned by the President. 

 

Vice President of Sophomore Class Activities.   Serves as the Chairperson for all Sophomore activities.  Acts as liaison to the SHS Activities Director.  Assists other officers and performs duties as assigned by the President.  

 

Vice President of Freshman Class Activities.   Serves as the Chairperson for all Freshman activities.  Acts as liaison to the SHS Activities Director.  Assists other officers and performs duties as assigned by the President.   

Vice President of Volunteer Support.  Collects, organizes, and manages volunteer forms and data.  Appoints Coordinators for volunteer committees.  Maintains volunteer staffing needs for SHS.  Provides support for Coordinators and PAC Committees throughout the year.

 

Secretary.  Writes correspondence, records and posts minutes for meetings, maintains archive of meeting minutes and distributes PAC Mail.

 

Treasurer.  Maintains bookkeeping of PAC funds and annual budget.  Reports monthly status of funds in PAC banking accounts.  Reports bi-annually on the execution of the annual budget.  Treasurer will serve as the Finance/Budget Committee Chair.

 

Section 4: Vacancies.  When a vacancy on the Executive Committee exists, nominations for new members may be received from present Executive Committee members.  The Executive Committee will then vote on these nominations in order to fill the vacancy.  These vacancies will be filled only to the end of the vacated Executive Committee member's term.

 

Section 5: Resignation, Termination and Absences.  Resignation from the Executive Committee must be in writing and received by either the Secretary or the President.  An Executive Committee member shall be dropped for excess absences from the Executive Committee if s/he has three unexcused absences from Executive Committee meetings in a year.  An Executive Committee member may be removed for other reasons by a two-thirds vote of the remaining Executive Committee members.

Section 1: Committees.  The Executive Committee may create committees as needed.  Volunteers from the PAC membership will be requested to serve as Committee Chairpersons.

 

Section 2: Finance/Budget Committee.  PAC will annually establish a seven (7) member Finance/Budget Committee.  The committee will consist of the Treasurer, two (2) Executive Committee members and four (4) members from the general PAC membership.  The Treasurer will serve as the committee chair.  Committee members will be selected at the March PAC meeting and will serve for one year.  Committee operations will begin in April and will end in March of the next school year.  Committee will be responsible for development of the PAC annual budget, budget execution and fiscal procedures.

Section 1: Fiscal Year.  The PAC fiscal year shall be the school year, 1 July to 30 June.

 

Section 2: Annual Budget.  The Finance/Budget Committee will develop the annual budget for the upcoming school year during the months of April and May.  The committee will present the budget for approval to the PAC Executive Board at the last PAC meeting of each school year.  The general membership will be allowed to discuss and recommend amendments during the committee's presentation.

 

Section 3: Finance/Budget Committee Meetings.  The Finance/Budget Committee will meet quarterly to monitor the execution of the budget and fiscal procedures.

 

Section 4: Audits.  PAC Treasurer will audit at least quarterly all PAC fund raising records.  PAC President will audit quarterly all PAC bank account and supporting records.

 

Section 5: Finance Reports.  PAC Treasurer will report monthly the status of funds in all PAC banking accounts.  Monthly the Treasurer will report on the execution of the annual budget.  The report will provide information pertaining to all sources of income and expenses, and PAC programs/event balances.

 

Section 6: Checking Account(s) and Check Writing.  PAC Treasurer will maintain all the PAC banking account and supporting records.  Treasurer will only make payment for PAC expenses when supported by an approved Purchase Order or Request for Reimbursement.  The PAC Treasurer is authorized to process checks for $250.00 or less.  For an amount greater than $250.00, the PAC Treasurer will process checks counter signed by one Executive Board member.