BY-LAWS OF PARENT SUPPORT ORGANIZATION of ORANGE COUNTY HIGH SCHOOL OF THE ARTS (PSO) AS CREATED ON JULY 29, Article I - Name and Address

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1 Article I - Name and Address The Parent Support Organization, also known as PSO, serves the Orange County High School of the Arts (OCHSA) and is located at 1010 North Main Street, Santa Ana, CA Article II - Mission and Objectives A. Provide a time and process for communication, collaboration and sharing between parents, students, teachers and staff of the Orange County High School of the Arts (OCHSA). B. Help provide resources to OCHSA to enhance students' academic, artistic, physical and emotional growth. C. Organize and direct parent volunteer services. D. Demonstrate appreciation for teachers, staff and administration. E. Provide parent input into the decision-making process on school policies. Article III - General Policies A. PSO is a nonprofit, noncommercial, nonpolitical, nonpartisan and nonsectarian organization. B. PSO cooperates with OCHSA s faculty and administration. PSO does not direct the school s administrative activities. C. No profit-making organization or individual associated with OCHSA may sell anything or earn money in any way at a PSO-sponsored meeting or event, unless approved by the PSO board and the principal. D. PSO does not participate or intervene in any political campaign on behalf of or in opposition to any candidate for public office (including publishing or distributing statements). E. PSO s records are available for public viewing; minutes are posted on the OCHSA website. F. PSO s net earnings may not be distributed to its members or officers except for purposes of reimbursement. Page 1

2 G. If PSO is dissolved, then all of its assets will be used by OCHSA s administration to provide resources for the school. Article IV Finances A. PSO s fiscal year begins on July 1 of the current year and ends on June 30 of the following year. B. PSO s allocated funds are those funds that are in the budget established by the PSO board and approved at the first PSO board meeting. C. PSO s non-allocated funds are those not listed in the current budget. Any group or individual requesting non-allocated funds must submit a written request to the PSO president and board. During any given year, the president may approve nonallocated expenses up to $300.00, as long as no single expense exceeds $ The president will call a board meeting to discuss and vote on any proposed expense exceeding these parameters. D. This PSO shall not assume any financial obligation in any one fiscal year that will be carried over into the succeeding fiscal year. Article V - Membership A. PSO membership is open to current members of OCHSA s faculty, staff, students, parents and guardians. B. Each member pays annual dues in the amount determined by the PSO board. C. Membership in the PSO is open to any person who subscribes to the purposes and basic policies of the PSO Mission and Objectives without regard to race, color, creed, or national origin. D. To vote in a PSO election, members must be enrolled in PSO for at least 30 days. To serve on the PSO board, nominees must be PSO members at least 30 days prior to their nomination. The PSO board retains the right to accept a new board member who has never participated in PSO. These two election policies and the procedure to join PSO will be published on OCHSA s website at least 30 days prior to an election. Page 2

3 Article VI The PSO Board A. All officers of the PSO board are required to be a member of the organization and are expected to attend all General and Board meetings. B. General duties of all officers: 1. Maintain a procedure book describing the duties of his/her office. At the end of the term of office, each officer will deliver his/her procedure book to the new officer. 2. Present a report at all PSO board and general membership meetings. 3. Perform the duties described in these bylaws, in addition to any other duties that may be assigned. 4. Assist the president in creating committees that are necessary to further PSO s objectives. 5. Make best efforts to attend PSO-sponsored events and programs. C. Meetings 1. Regular meetings of the board will be held at least once each month during the school year, unless otherwise ordered by the officers. The board also meets at least once during the summer to discuss PSO s budget, calendar, programs and other items affecting the upcoming school year. Additional summer meetings may be called as needed. 2. A quorum, defined as sixty percent of the voting offices, is needed to transact business at board meetings. A simple majority of the voting board members will decide the vote. Even if more than one person shares a board position, only one vote is allotted to that office. 3. Either the president or a majority of PSO s board members may call a special board meeting, as long as one-day s notice is given. D. Term of Office All PSO officers serve one-year terms. No person may hold the same office for more than two consecutive years. If there are no new candidates for an office, then the incumbent officer may continue in that position for one additional year with board approval. Page 3

4 Article VII Officers and their Election A. The PSO board consists of these elected officers: 1. President 2. Vice President 3. Secretary 4. Treasurer 5. Membership/Publicity Chair 6. Parent Education Chair 7. Hospitality/Staff Appreciation Chair 8. Ways & Means Chair 9. Volunteer Coordinator 10. Grad Night Chair 11. Policy Advisor B. Officers are elected by ballot each May. Ballots are made available to PSO members no less than two-days prior to the election. C. PSO officers are elected by secret ballot. If there is only one candidate for office, its ballot may be replaced by a voice vote. A simple majority vote of those present carries the vote. D. In any given year, any board position may have an assistant or co-officer that will share the responsibility of the office. If agreed to by candidates, multiple nominees for an office are voted in as a team and will have one collective vote in all decisions voted upon by the board. E. If an office remains vacant after the election, that office may be filled at any time by a PSO member who is nominated by any PSO board member and who is elected by a majority vote of the remaining PSO officers. F. Officers assume their duties on July 1 and either serve for one year or until their successors are elected. G. If a vacancy occurs for the president before his/her term has expired, then the vice president becomes president. If a pre-term vacancy occurs in any other office, its assistant or co-officer assumes that office. If there is no assistant or co-officer, then the vacant office may be filled for the balance of that term by a PSO member who is nominated by any board member and who is elected by a majority vote of the remaining PSO board members Page 4

5 H. PSO officers who do not fulfill their duties as described in these bylaws (and any subsequent amendments) may be removed from office by a majority vote of the board. Reasons for removal from office include: 1. Failure to perform responsibilities and duties. 2. Failure to attend three consecutive meetings without adequate excuse. 3. Conduct that is injurious to PSO or its mission. I. Prospective officers are selected by a nominating committee (as described in Article VIII, Section 1). J. Any officer, except the president, may create a committee to help him/her carry out the functions of that office. This officer is responsible for the committee s actions. A. PRESIDENT Article VIII: Duties of Officers 1. Coordinates the work of the PSO officers and committees. 2. Calls and presides over all PSO meetings. 3. Creates all special committees necessary to promote PSO s objectives. 4. Appoints chairpersons of special committees. 5. Signs all capital expenditure forms and signs checks. 6. Maintains impartiality; votes only in the case of a tie. 7. Performs other duties that may be described in these bylaws or assigned by PSO. B. VICE PRESIDENT 1. Acts as an assistant to the president and performs the president s duties in the absence or inability of that officer to act. 2. Commits to the duties of president in the event the president vacates office for any reason. 3. Performs other delegated duties as assigned. 4. Signs on the PSO bank account. 5. Retains the option to serve as any newly formed committee chairperson as needed. C. SECRETARY 1. Keeps an accurate record of PSO proceedings from all board and general membership meetings. 2. Distributes board meeting minutes to all PSO board members. Page 5

6 3. Distributes the minutes from general membership meetings to board members and to the administrative team for approval. Posts official minutes of general membership meetings on the OCHSA website once approved. 4. Keeps an annual notebook of all PSO documents as a permanent record.. 5. Remains prepared to refer to minutes of previous meetings 6. Notifies all PSO board and general members of upcoming meetings 7. Together with the president, creates and distributes the agenda for all board and general membership meetings. 8. Signs checks in the absence of the president or vice president. D. TREASURER 1. Receives all PSO money and deposits it in a bank account approved by the board. 2. Prepares the annual budget to be approved first by the PSO board and then to be presented to the general membership for approval at the first meeting of the year. 3. Keeps an accurate ledger of receipts and disbursements as a permanent record. This ledger serves to establish PSO s gross income, receipts and disbursements. Keeps all bank statements, budgets, invoices, paid receipts and canceled checks for a period of seven years, including the current year. 4. Makes disbursements in line with the approved budget. Ensures that all check/reimbursement requests are accompanied by bill for services rendered and/or receipts for items purchased. 5. Interfaces with the bank to ensure that the appropriate board members are authorized to sign checks (president, vice president, secretary and treasurer). 6. Upon receipt of the required warrant, pays all authorized bills. 7. Signs all checks and secures a second signature from the president or other authorized board member when the president is not available. 8. Arranges an end-of-year audit with an auditing committee, consisting of members appointed by the PSO board. 9. Presents a statement of account at every PSO meeting and when requested. E. MEMBERSHIP/PUBLICITY CHAIR 1. Prepares all marketing communications and publicity for PSO, which includes overseeing all general information that is posted on the official OCHSA website. 2. Works with OCHSA s administration to ensure that PSO membership is included in the OCHSA registration options, including online and printed materials and inperson registration. 3. Maintains a current list of active members of the organization. 4. Ensures that only votes from active members are counted at all meetings that require a general membership vote. Page 6

7 F. PARENT EDUCATION CHAIR/CO-CHAIRS 1. Solicits ideas for parent education topics from parents, the PSO board, and from OCHSA s administration. 2. Coordinates and supervises all PSO-sponsored adult-educational programs. Events may include College Night, Finance Night, Parents Feedback Forum, and any other educational events that PSO and administration approve. G. HOSPITALITY/ STAFF APPRECIATION CHAIR 1. Hosts two teacher-appreciation luncheons: the Back-to-School Luncheon and the Valentine s Day Luncheon. 2. Provides refreshments at all PSO meetings. 3. Coordinates the Back-to-School Parent Welcome Breakfast. H. WAYS AND MEANS CHAIR 1. Submits ideas for fundraising activities to the board and administrative team. 2. Organizes and supervises fundraising activities. I. VOLUNTEER COORDINATOR 1. Solicits and maintains a list of parents willing to volunteer on OCHSA s behalf. 2. Regularly communicates with the administration s office manager and the Foundation s office manager to remain aware of volunteer opportunities. 3. Communicates volunteer opportunities at all PSO meetings and through electronic transmission, after a draft has been approved by a member of the administrative team. J. GRAD NIGHT CHAIR 1. Creates a budget, which includes both pricing and fundraising activities to support the Grad Night event. 2. Plans, coordinates and supervises the Grad Night event together with a committee of parent volunteers, OCHSA administration and faculty. K. POLICY ADVISOR 1. Advises on bylaws and Robert s Rules of Order at PSO board and general meetings. 2. Heads the review of the bylaws for the next school year and presents any proposed amendments (as described in Article IX). 3. Ensures that there is a quorum of board members for all board votes. 4. Forms a nominating committee (as described in Article IX, Section 2). 5. Presents the slate of officers at the election meeting and calls for a vote. If a secret ballot is required, then three people will count the votes: the policy advisor; a board member who is not running for office; and one PSO general member. Page 7

8 Article IX Committees A. Standing committees exist from year to year and are created or abolished by the board as required. Current standing committees consist of the: 1. Bylaws Committee a) The policy advisor forms and leads the efforts of the bylaws committee. b) This committee reviews the bylaws at the beginning of each school year and presents any proposed amendments (as described in Article XI). 2. Nominating Committee a) The policy advisor leads the efforts of the nominating committee but only votes if there is a tie. The PSO board selects the members of the nominating committee.. The committee is comprised of the policy advisor, two additional current PSO board members, two PSO general members, and a member of OCHSA s administrative team, serving in a non-voting, advisory capacity. The nominating committee is selected at least one month prior to the May election of officers. As soon as the committee is formed, the policy advisor will set the date for the nominating committee s first meeting. b) The nominating committee publicizes information about each office and the upcoming election via OCHSA s website at least three weeks before the election of officers. c) The nominating committee makes interest/nomination forms available to the general membership for all elected offices and committees. The general membership has one week from the date the interest/nomination form is available to submit all nominations. The interest/nomination form contains instructions for submission. d) The nominating committee ensures that only those members consenting to serve, if elected, are nominated. e) The nominating committee nominates an eligible person(s) for each office to be filled and reports its nominees to the PSO members at least fourteen days prior to the May PSO election meeting. The nominating committee informs the membership that additional nominations may be submitted by the membership in writing to the nominating committee no less than seven days prior to the election. Following the report, nominations may be submitted from the floor with the consent of the nominee. f) Except as provided above, the president does not serve as a member of the nominating committee and does not appoint any member of the nominating committee. g) No member may serve on the nominating committee for more than two consecutive years. Page 8

9 3. Budget Committee The current treasurer serves as budget committee chairperson. This committee is comprised of the incoming treasurer, the current and incoming president, and at least two additional board members. This committee discusses the budget with a representative of OCHSA s administrative team before submitting it for approval. The budget committee meets before the end of the current school year to discuss the budget for the subsequent school year. The outgoing treasurer calls the budget committee meeting. 4. Funds Allocation Committee (FAC) The vice president leads the efforts of the Funds Allocation Committee (FAC). This committee is appointed by the president and consists of two additional board members and two general PSO members. The FAC meets with the administrative team and faculty members to determine the best use of PSO funds on OCHSA s behalf. The FAC makes recommendations to the board for a vote of approval at the final PSO board meeting each year. B. Special Committees Special committees are appointed as necessary by the president and/or the board. The president appoints the chairperson of each special committee to serve as long as necessary. No committee chairperson may serve longer than one year without approval of the PSO board. Article IX General Membership Meetings A. Meetings PSO general membership meetings will take place monthly according to the schedule determined by the board. The first meeting will take place in September, at which time the PSO members will vote on the operating budget for the school year. A simple majority of those present at the meeting carries the vote, except as described in Article XI. B. Motions and Voting All PSO members in attendance are free to debate all issues and suggest motions. However, the privilege of making motions and calling for a vote is limited to PSO board members. ARTICLE X: PARLIAMENTARY AUTHORITY In the absence of provisions to the contrary, Robert s Rules of Order, Newly Revised, prevails. Page 9

10 ARTICLE XI: AMENDMENTS These bylaws may be amended as necessary. A. Notification and Voting on Amendments 1. Notice of a vote on an amendment, and information regarding the amendment, must be given to the general membership at least ten days in advance of the general meeting at which the vote will be taken. A written copy of the proposed amendment(s) will be made available on the school website during that ten-day period. 2. An amendment is ratified by a two-third s vote of those present at the meeting. B. Amendment Proposal Any PSO member may propose an amendment to the bylaws. This amendment must be presented to the policy advisor who will ensure that notification procedures are followed prior to the general membership vote. C. Revisions of Bylaws When a revision to the bylaws is being considered, a committee may be appointed by the president to draft the revision. The policy advisor will lead this committee. The requirement for adoption of a revised bylaw is the same as in the case of an amendment, as outlined in Article XI, Section A. Adopted:, 2009 Policy Advisor Secretary Page 10

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