Penncrest Parent Teacher Group
Name and Purpose
Section 1.01: Name: The name of the organization shall be the Penncrest Parent Teacher Group.
Section 1.02: Purpose: The purpose of the Penncrest Parent Teacher Group (the "PTG") is to provide ongoing support to Penncrest High School’s (“Penncrest”) students, staff and programs. The PTG is organized exclusively for charitable, religious, educational, or scientific purposes, including, for such purposes as making distributions to organizations under section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code.
Section 1.03: Intent: The PTG shall be voluntary, non-commercial, non-sectarian, non-partisan and shall not endorse any political candidate or commercial enterprise. The PTG shall provide a forum for the expression and exchange of ideas and concerns which are intended to both form and support policies which may, from time to time, be adopted and enforced by Penncrest.
Section 2.01: Principal Office: The principal office of the Group shall be located at 134 Barren Road, Media, Pennsylvania, 19063.
Section 3.01: Membership Eligibility: Membership of the PTG shall be comprised of all parents and/or legal guardians of Penncrest students and all certified and non-certified staff members.
Section 3.02: Powers and Privileges of Members: Members of the PTG are eligible to serve as officers of the PTG’s Executive Board, if duly nominated and elected.
Section 3.03: Voluntary Financial Support: An annual donation shall be requested from each member family. The amount to be requested, shall be established each year at the May Meeting. Monies raised in this fashion will be deposited into and will be made part of the PTG treasury.
Section 4.01: Meetings: Regular Meetings of the Executive Board shall be held prior to each regularly scheduled general meeting of the PTG. There shall be at least four (4) general meetings and there shall be at least four (4) Executive Board meetings during each school year. Members of the PTG and members of any committee designated by the Executive Board may participate in any meeting of the Executive Board by means of conference telephone or similar communication equipment so long as all persons participating in the meeting are able to hear and understand each other. Participation in a meeting by means of telecommunication shall constitute presence in person at the meeting for purposes of quorum and voting.
Section 4.02: Special Meetings: Special meetings of the Executive Board may be called at any time by the President of the Executive Board, or upon written request of 50% or more of the members of the Executive Board. Any such request by 50% or more of the Executive Board shall state the time and place of the proposed meeting, and upon receipt of such request it shall be the duty of the Executive Board Secretary to call for such meeting promptly. If the Secretary neglects or refuses to issue such call, the Executive Board members making the request may issue the call.
Section 4.03: Notice of Meetings: Written notice of every meeting shall be given to members of the Executive Board and PTG at least two (2) days prior to the date of the meeting. Notice to Executive Board and PTG Members may be made by electronic mail addressed to all Executive Board and PTG members. Any member of the PTG may attend any regular, special and/or annual meetings of the Executive Board.
Section 4.04: Annual Meeting: An annual meeting of the PTG shall be held each year in May, at a time and place to be established by the Executive Board. The Annual Meeting shall be for receipt of committee reports and transaction of such other business as may be properly brought before the PTG. Also, the Executive Board shall at each Annual Meeting approve a slate of Executive Board officers for the next term. Such slate shall thereafter be presented to the Penncrest High School Principal for informational purposes.
Section 4.05: Quorum: At all meetings of the PTG, a simple majority of PTG members shall be necessary to constitute a quorum for the transaction of PTG business. The acts of a majority of the PTG members present at a meeting at which a quorum is present shall be the acts of the PTG, except as may otherwise be specifically provided by these bylaws.
Executive Board, Nomination and Election Process
Section 5.01: Origins of Authority: The power of formation and perpetuation of the PTG is vested in the Executive Board of the PTG.
Section 5.02: Governance Structure: The business and affairs of the PTG shall be managed by the Executive Board and such standing and ad hoc committees as may be formed, from time to time, including without limitation, the Selection and Nomination Committee and AM PROM Committee.
Section 5.03: Selection and Nomination of Officers: The Executive Board shall appoint a Selection and Nomination Committee (consisting of two (2) parent members of the Executive Board and two (2) parent members-at large) at the regular meeting in March. The Selection and Nomination Committee shall identify and select a slate of qualified Officer candidates to be recommended to the Executive Board. In the event that an individual is being considered for nomination, the individual will be advised that they cannot be nominated for nor serve as President of the PTG’s Executive Board, if that individual serves or anticipates serving as President of another Parent Teacher Group within the Rose Tree Media School District. Likewise, if an individual is being considered for nomination, the individual will be advised that they cannot be nominated for nor serve as Treasurer of the PTG’s Executive Board, if that individual serves or anticipates serving as Treasurer of another Parent Teacher Group within Rose Tree Media School District.
Section 5.04: Election of Officers (Executive Board): Administration of the PTG will be vested in the Executive Board. The Executive Board shall be comprised of the President, Vice President, Treasurer, Secretary and Parent-At-Large. The Officers of the Executive Board shall be elected at the Annual Meeting of the PTG in May of each year.
Section 5.05: Term of Office: The term of office of the Executive Board members, with the exception of the Treasurer, shall be one (1) year, commencing on July 1st and ending the following June 30th, or until a successor shall be duly appointed and elected in conformity with these bylaws, as may be amended from time to time. Officers of the Executive Board, with the exception of the Treasurer shall serve one (1), one (1) year term, subject to possible extension for an additional one (1) year term in the same office. If an Officer, after service through two (2) consecutive one (1) year terms in office, is requested to continue in that same office for a third consecutive year, and said officer accepts said nomination, the term may be extended accordingly only with a 2/3 affirmative vote of those members in attendance at the Annual Meeting.
In the case of the Treasurer, the term of office shall be limited to one (1) two (2) year term, subject to possible extension for an additional one (1) year term in the same office. Upon leaving office, outgoing incumbents shall promptly provide their successor with any and all records, books, memoranda and/or other documents in paper or electronic form related to the performance of their duties during their term(s) in office, by no later than their last day in office.
Section 5.06: Voting: Members of the PTG shall be eligible to vote on any action under consideration by the PTG. Unless otherwise specified within these Bylaws, a simple majority vote is required to approve motions duly made, seconded and approved.
Duties and Responsibilities of the Executive Board
Section 6.01: President: The President serves as the Executive Officer of the PTG. The President will call and preside at meetings of the PTG and at meetings of the Executive Board. The President will act as Chair of the Executive Board and will carry out all PTG activities in cooperation with the Principal of Penncrest.
Section 6.02: Vice-President: The Vice-President will be responsible for monitoring the implementation of the PTG bylaws and will serve as parliamentarian of all PTG meetings and, as such, will be conversant in the meaning and interpretation of the bylaws. The Vice-President will assume the duties of President during a temporary absence or incapacity of the President. In the event of resignation or permanent incapacity of the President, the Vice-President will succeed to the office of President for the balance of the then current term. The Vice President shall be responsible for coordination of the Back-to-School Night event.
Section 6.03: Secretary: The Secretary will record the minutes, votes and actions at all PTG meetings and keep the attendance records of its members. These minutes will be received by members of the Executive Board at least one week prior to the next meeting. If the Secretary cannot attend a scheduled PTG meeting, they will notify the President of the anticipated absence in order that an ad hoc Secretary may be appointed for purpose of that meeting.
Section 6.04: Treasurer: The Treasurer shall have custody of financial records and make proper recording of the financial transactions of the PTG. They shall keep an accurate account of all money received and disbursed by the PTG. The Treasurer shall be responsible for and interact with tax collecting bodies, including without limitation, the Internal Revenue Service ("IRS”), for tax identification numbers, maintaining the requisite tax status of the PTG. The Treasurer, along with the President, shall be authorized to sign checks written on behalf of and from the account of the PTG. These individuals shall be signatories with respect to the account(s) in question.
Grade Level Representatives
Section 7.01: Appointment of Grade Level Representatives: In May of each year, the President or Vice President will appoint new or confirm returning Grade Level Representatives for 9th, 10th, 11th and 12th grades.
Section 7.02: Term in Office: Grade Level Representatives may be permitted to serve for up to four (4) consecutive years, as their child progresses from 9th through 12th grades. In the event that a Representative leaves office prior to the expiration of their potential four (4) consecutive year term, another PTG Member, with a child in the corresponding grade, will be appointed to finish out the balance of the departing Representative’s Term.
Section 7.03: Duties of Grade Level Officers: The respective Representatives shall informally confer and attempt to reach consensus with respect to agenda items and issues to be addressed by the PTG and the Executive Board at regular general meetings.
Order of Business
Section 8.01: The following shall be the usual order of business at meetings of the PTG. The order may be suspended or changed at any time by vote of the majority of the Executive Board members present:
1) Call to Order;
3) Guest Speaker (if any);
4) Action on Minutes of Previous Meeting;
5) Reports of Officers of the PTG;
6) Reports of Standing Committees;
7) Reports of Ad Hoc Committees;
8) Old Business;
9) New Business;
10) Closing Statements and Adjournment
Section 9.01: Committees: The Executive Board may, by resolution adopted by a majority of the PTG, create and appoint standing or ad hoc committees and designate their function and responsibility as it may deem appropriate, including without limitation a Selection and Nomination Committee and the AM PROM Committee.
Section 9.02: Committee Membership: Committee chair and vice-chair shall be appointed by the President of the Executive Board upon consideration of recommendations of the full Executive Board.
Section 9.03: Committee Reporting: Standing and Ad Hoc Committees shall be accountable to the Executive Board. Committees shall regularly report their activities to the Executive Board and shall provide an accounting of their activities to the Executive Board upon request. Committees shall also report out to the PTG at regular meetings.
Section 10.01: All donation monies will become part of the PTG treasury.
Section 10.02: Expenditures of funds to purchase an individual good or service, in an amount up to $1,000.00 must be approved by the Executive Board. Expenditures of funds to purchase an individual good or service in excess of $1,000.00 but not to exceed $4,000.00 must be approved by a majority vote of the general membership of the PTG.
Section 10.03: The Treasurer, President, and at least two other parent representatives will prepare a budget for the following school year. This budget is to be presented by the Executive Board of the PTG at the May meeting for discussion at which time a vote shall be taken for purposes of approval of the budget.
Section 10.04: The closing PTG treasury balance in June shall not be less than $1,000.00 to provide for startup funds for the following school year.
Section 10.05: The Treasurer’s books shall be subject to an annual internal audit which shall be conducted by an ad hocCommittee appointed by the President.
Section 11.01: Fiscal Year: The fiscal year of the PTG shall commence July 1 and end June 30.
Section 11.02: Dissolution: In the event of dissolution of the PTG, the Executive Board, after paying or making provision for payment of all liabilities of the PTG, shall distribute the remaining assets to and for the benefit of Penncrest High School, in accordance with all applicable federal, state and local tax codes, laws and regulations.
Section 11.03: Amendments and Approval of Bylaws: These bylaws may be altered, amended, supplemented or repealed only by a majority vote of the members of the PTG.
Section 11.04: Robert’s Rules of Order Revised: Robert’s Rules of Order shall govern the PTG, Executive Board, and PTG Committee meetings. In the event that there is any inconsistency between these bylaws and Robert’s Rules of Order, the express language of these bylaws will control.
POLICIES AND PROCEDURES OF THE PENNCREST AM PROM COMMITTEE
Purpose and Intent
The intent of the AM Prom is to provide a safe, alcohol and drug-free environment for students and guests. These policies and procedures are intended to ensure a smooth and orderly transition from one graduating class to the next. Further, the guidelines seek to clarify the duties of the outgoing class to the incoming class in terms of books, records, banking, funds required to be transferred, decorations and other property used at the AM Prom and how the transition is to be effectuated.
It is recognized that all aspects of the AM Prom are the responsibility of the senior class parents/guardians and the AM Prom Committee. The senior class parents/guardians and AM Prom Committee arrange for fundraising, determine the theme, prepare the decorations and entertainment, decide on prizes and gifts and finally stage the event. These policies and procedures are not intended to inhibit the work or creativity of the senior parents/guardians.
POLICIES AND PROCEDURES
1. It is understood that the AM Prom is a community-sponsored activity driven by the senior class parents/guardians and therefore operates under the auspices of the PTG.
2. All supplies and decorations purchased or made in connection with the AM Prom are the property of the PTG and held in trust for potential use at subsequent AM Proms, and are not the property of any single class, person or group of people. As such, all supplies/decorations shall be placed into storage, immediately after use and in as close to original condition as is practicable.
3. All supplies and decorations from the AM Prom will be maintained in storage at Penncrest High School when not in use to the extent that space is available. Should additional space be required, the preferred venue is RTM school district property. If property needs to be stored outside of RTM property, the location of all property must be provided to the incoming class and the PTG.
4. Use of the decorations and other AM Prom property is permitted primarily but not exclusively to the 8th grade Springton Lake graduating class, with the approval of the current 11th Grade Chair. After use, all decorations are to be returned to the original storage location in as close to original condition as is practicable.
5. Access to the AM Prom storage facility at Penncrest High School and any other storage locations shall only be provided to the current AM Prom Chairperson(s) and the current 11th Grade Chair. The facility shall be locked at all times. Inventory shall be made of decorations and other AM Prom property and the condition of such at the end of each year by the AM Prom Chair and the 11th Grade Chair to evaluate, replace or, if necessary, discard decorations. This must be done before handing over the keys to the storage area to the succeeding AM Prom Chair. It is the responsibility of the AM Prom Chair to take reasonable and necessary steps to guard against unauthorized access to the storage facility and to safeguard its contents.
6. It is the responsibility of the Springton Lake 8th Grade Dance Committee to ensure that all AM Prom supplies used by the eighth grade class are treated with care and returned to storage in good condition.
7. The AM Prom fund does not belong to a single class. Rather, the funds are the property of the then current AM Prom committee and each succeeding AM Prom committee. Funds raised for the AM Prom may only be used for the AM Prom. AM Prom funds are not to be used for any other senior class event, past, present or future. Should the AM Prom no longer be held, any remaining funds shall revert to the Penncrest PTG treasury.
8. All notes, records and information related to the AM Prom shall be turned over to the new chairperson of the AM Prom no later than June 30th of each year. If no chairperson of the AM Prom Committee has been identified by June 30th, records will be turned over to the current 11th grade parent representative.
9. All financial records including banking information and checking account information shall be turned over to the new Treasurer of the AM Prom Committee no later than June 30th of each year. If no Treasurer has been identified by July 15th records will be turned over to the current 11th grade parent representative.
10. There shall be, at all times, sufficient funds in the account to settle all outstanding invoices. A minimum $2,000.00 carryover balance must be present in the AM Prom account when the responsibility for the bank account is transferred to the incoming class (no later than June 30th of each year). All funds in the account, (the minimum $2,000.00 balance and any monies in excess of $2,000.00) must also be turned over to the incoming class and may not be transferred out of the account for any reason.
11. The signature card pertaining to the bank account of the AM Prom shall have listed:
a. the current Treasurer of the AM Prom Committee;
b. the Chair of the AM Prom Committee unless related to or a domestic partner of the Chairperson. In this case, another person designated by the AM Prom Committee will serve;
c. as needed a third person from the AM Prom Committee may be added if deemed necessary by the AM Prom Committee.
12. An annual internal review of the Penncrest AM Prom bank account shall be completed of the financial records being received by the incoming Treasurer of the AM Prom Committee, or the PTG President by June 30th. The review shall be coordinated by the PTG President with the assistance of the Chairperson of the past year’s AM Prom committee, and at least