Remington Middle School Parent Communication Council, Inc.
Remington PCC, Inc.
February 2006
Parent Communication Council, Inc.
The name of the Council shall be known as the Remington Middle School Parent Communications Council, Inc. (which shall hereinafter be referred to as the PCC).
The PCC supports the Remington Middle School’s vision and mission and serves to enhance the educational and social environment of the school through effective activities and communications designed to support academic and financial goals. The PCC shares the core value beliefs of the Remington Middle School. The PCC does not actively participate in curriculum or school administration.
The PCC receives direction and is ultimately accountable to the school principal. The PCC maintains a collaborative working relationship with the academic and support service staff and other parent/guardians and appropriate members of the Remington Middle School Community.
The Remington PCC is organized exclusively for charitable and educational purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501c3 of the Internal Revenue Code, or corresponding section of any federal tax code.
The PCC reports to the principal and is responsible for:
Serving as a liaison and communication forum between parents/guardians and the Remington Middle School. The Committee’s purpose is realized through planned (parent/guardian) meetings, working committee meetings, and publications of a newsletter (known as the News In The Middle).
Serving as a resource and support system (of an informational, educative, counseling or referral source in nature) to parents/guardians.
Assisting in services to the school through support of the principal, academic staff and appropriate committees.
Coordination and implementation of family-oriented activities, special program/project fundraising and community service events.
Maintaining confidentiality and striving to improve communications and the development of an open and cooperative relationship between the Executive Board members, principal, teachers, and parents/guardians.
No PCC Committee member shall voice an opinion that represents The Committee without a Committee vote.
The sources of support shall be contributions, interest earned on bank accounts, and revenues from fundraising efforts. No part of the net earnings of the PCC shall incur to the benefit of, or be distributable among its members, officers of the board, or other private persons except that PCC shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of such purposes.
All members of the PCC are bound by the Remington PCC’s Conflict of Interest Policy.
No part of the net earnings of the Remington PCC shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the Remington PCC shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the purpose clause hereof. No substantial part of the activities of the Remington PCC shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the Remington PCC shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of this document, the Remington PCC shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under section 501c3 of the Internal Revenue Code, or corresponding section of any future federal tax code, or (b) by an organization, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or corresponding section of any future federal tax code.
1. Membership on the PCC working committee shall be comprised of the following:
a. The Executive Board Officers
b. Committee Chairpersons/members
2. Membership of the PCC monthly Open Meetings:
a. All parents/guardians of students who are currently attending the Remington Middle School.
b. All Board members of the PCC.
All staff of the Remington Middle School.
Only parents/guardians of students who are currently attending the Remington Middle School shall be eligible to participate in the voting capacity at the business meetings or to serve in any of its elective or appointed positions.
All staff of the Remington Middle School will have one collective vote.
The meetings shall be governed in accordance with Parliamentary Procedure.
The PCC meetings will meet a minimum of once a month during the school calendar year (September to June), open to all parents/guardians, administrative and support staff, and public.
The President of the PCC shall confirm the dates and locations of the meetings and communicate them to the membership at the annual open house (first PCC meeting of the calendar year).
The Annual Meeting shall be conducted in June for the purpose of officer’s election and/or installation, review of annual reports and such other scheduled agenda business.
The president(s) and/or majority of the Executive Board may call Special meetings of the PCC. Whenever possible, at least 48 hours notice shall be given to call a Special meeting or cancel any meeting.
Minutes shall be recorded at the meetings.
Officers/Directors:
In accordance with the bylaws, the Executive Board shall consist of:
President (may duly elect co-presidents(2)),
Vice President
Treasurer
Recording Secretary
Corresponding Secretary *
*If so decided, the duties of the Recording Secretary and the Corresponding Secretary may be carried out by one individual.
II. Elections
Officers shall be elected by ballot at the Annual Meeting.
There may be a Nomination Committee consisting of at least two members (but not to exceed four members). This Committee shall be formed no later than one month preceding the election of officers. The Nominating Committee shall seek nominees for each office and report to the PCC Board and general membership in the month of May. Following the report of the Nomination Committee, those who have accepted to serve, if elected, shall be eligible for nomination, either by committee or from the floor.
A majority vote of the members present shall elect.
A vacancy occurring in an office shall be filled by a majority vote of the rest of the PCC membership, notice of such election having been given by the Secretary.
Officers shall assume their duties as of July 1st each year.
All terms of officers are for one year.
No person shall serve for more than two consecutive terms in the same office. In the event that a Board position is vacant at election time, a special exception to this bylaw may be made by special approval through a vote by the PCC.
The duties of each officer shall be as follows. Variations to these duties may be designated at the sole discretion of the Board.
President/Co-Presidents
Should have served on Board for at least one (1) year, whenever possible.
Presides at all meetings of the Executive Board and the PCC Meetings.
Prepares and posts an agenda in advance of each meeting.
Established strong working relationship with Principal/Designee, academic staff.
Provides guidance and support when necessary to Committee chairpersons.
Presides at school functions when requested by Principal.
Discuss’ PCC programs and activities with school Superintendent, Principal and appropriate staff members.
Meets with other district PCC Presidents (or their representatives) to exchange thoughts and ideas.
Has the ability to disburse funds up to $100.00 without a Board vote providing details are presented at the next monthly meeting.
Has the ability to disburse funds up to $250.00 with a phone vote to Board members providing details at the next monthly PCC meeting.
Approves use of budgeted funds for Committee chairpersons when appropriate.
With at least one VP, at their discretion, inspect books of the treasurer to see that they are being properly kept, and report to the PCC at the Annual Meeting.
Prepares slate of officers for the upcoming school year and presents at the annual PCC meeting.
Confirms that the Treasurer has filed Form 990 with the IRS when the books are closed for the year, or by September 1st.
Responsible for filing the annual report with the Secretary of State of the Commonwealth of Massachusetts.
Vice President:
Should have served as a Committee or Chair for at least one year, if possible.
Shall assume the duties of the President in the case of absence.
Maintains a workable knowledge of the Bylaws.
Assists PCC Board members and Committee Chairs whenever necessary, especially those Committee’s assigned at the start of the school year.
Serve as Parliamentarian, keeping order during the meetings.
Fulfills the duties of Corresponding Secretary in the event of his/her absence.
Treasurer
Custodian of all funds of the PCC.
Maintain an account in a journal of all receipts and expenditures.
Monitor monthly expense totals for budget compliance.
Submit written report of financial status of the PCC at each PCC meeting.
Disburse all funds designated and approved by the PCC Board.
Place a copy of the journal pages for the current year on file with the PCC’s records.
Have journal and all bankbooks available for inspections at all PCC meetings, including the Annual Meeting.
The Treasurer’s accounts shall be examined annually by an Audit Committee (of not more than two members) who, satisfied that the Treasurer’s Annual Report is correct, shall sign a statement of the facts at the end of the report. The Audit Committee shall be appointed by the PCC in the month of June and shall audit the books prior to September 1st. An audit of the Treasurer’s accounts is for the protection of the Treasurer.
The Treasurer shall file a Form 990, “Return of Organization Exempt From Income Tax” with the IRS after the books are closed for the year or by September 1st.
Secretary
Transcribes the minutes of each Executive Board and PCC meeting and distributes a copy of the minutes to each Executive Board member prior to the next meeting.
Presents the minutes for approval by the Board at each meeting.
Files the minutes, a copy of the Certificate of Inc, a copy of these bylaws, and other important documentation pertaining to the PCC in a file for future reference.
Maintains workable knowledge of Bylaws and distributes a current copy to new Board members.
Corresponding Secretary
Writes thank you notes, sends get well cards, sympathy cards, etc. and corresponding messages as deemed necessary by the Executive Board.
Fulfill the duties of the Recording Secretary in the event that position is not fulfilled.
Parliamentary Procedure shall govern the PCC in cases in which they are applicable, and which they are not in conflict with these Bylaws. A copy of the bylaws and Robert’s Rules of Order text shall be available at each meeting.
These Bylaws may be amended at the Annual Meeting of the PCC by a majority vote of the members present provided notice of proposed amendment shall have been given at the previous meeting. Written notice of proposed amendment bylaws should be distributed to the PCC membership at least two weeks prior to the Annual Meeting.
The Bylaws shall be reviewed at least every two years. The requirements for adoption of a revised set of Bylaws shall be the same as in the case of an amendment.
The PCC Executive Board at the May meeting shall determine core committees for the upcoming school year. Chairpersons shall be appointed, whenever possible, at the Annual Meeting (June). Additional committees may be added as deemed necessary and individuals shall be appointed by the Board to fill these positions with announcement of it to be made at the next PCC meeting.
Chairpersons shall be appointed on a volunteer basis to head committees deemed necessary by the PCC Board. In the event of multiple volunteers, the parties may agree to co-chair, or a vote will be taken at the PCC meeting.
Each committee is the direct responsibility of the Chairperson. Each committee will be overseen by one of the officers of the Executive Board. Any concerns should be brought to the attention of the officer-in-charge. Said officer will determine whether immediate action is necessary and take appropriate steps on behalf of the chairperson.
It is recommended that a chairperson serve no longer than two (2) consecutive terms.
Responsible for overseeing and implementing the goal work plan of the committee.
Obtain approval from school principal before distributing any communication or notices to teachers or students.
Keep minutes/data regarding committee activities.
Prepare and present written status report to the PCC at each monthly meeting. In the event the Chairperson will be absent from a monthly meeting, provide the overseeing PCC meeting Chairperson with a written report for presentation at the meeting. A delegated Committee member may also present at the meeting.
Article X – Dissolution
If the PCC Board determines by vote that it is necessary to dissolve the Remington Middle School Parent Communication Council, after paying all debts, any assets remaining shall be donated to the Remington Middle School for enrichment purposes. Or, in the event of reorganization, all monies and assets shall be transferred exclusively to an organization whose purposes are similar to those of this organization and that have an Internal Revenue Service determination or ruling of the tax exemption under Section 501c3.
Fundraising Committee Bylaws
Article I – Name and Mission
The name of the committee shall be known as the Remington middle School’s PCC Fundraising Committee, also known as Fund. Comm.
The Fundraising Committee supports the school’s vision, mission and overall strategies plan through effective committee activities designed to promote and acquire financial support. Funds acquired through fundraising are typically used for the direct benefit of the students. The committee receives general direction from the PCC Board and collaborates with it’s PCC Parent/Guardian members, Chairperson, Newsletter Coordinator, and the Principal of Remington Middle School.
Article II – Purpose and Restrictions
The Fundraising Committee reports to the President (s) of the PCC Board and collaborates with the Treasurer.
The coordination of events to raise additional funds for the school.
Supporting the development of committee financial goals in collaboration with the Principal and President(s) of the PCC Board, in alignment with the school’s current financial plan.
Shall conduct an evaluation of the effectiveness and results of fundraising activities.
Shall maintain confidentiality and strive to improve communication and the development of an open and cooperative relationship between committee members, PCC members, administrative and academic staff.
No Fundraising Committee member(s) shall voice an opinion that represents the committee without a committee vote.
Article III – Membership
Membership on the Fundraising Committee shall be comprised of the following:
Committee Chairperson
Committee members (minimum three parent/guardian representatives, one from each grade level.)
* Only members of the Fundraising Committee shall be eligible to participate in a voting capacity at the business meeting.
Article IV – Committee Chairperson
The Chairperson shall be appointed on a volunteer basis to head the committee by the President (s) of the PCC Board. The term is at least one (1) year (school calendar year). The fundraising Committee is the direct responsibility of the Chairperson; however the committee will be overseen by the President(s)/designee of the Executive Board.
Chairperson Responsibilities
Cross reference to job description of Committee Chairperson of PCC.
Article V – Meetings
The meetings shall be governed in accordance with Parliamentary Procedure.
The Fundraising Committee will meet a minimum of three (3) times (formal meeting) during the school calendar year.
Special meetings of the Fundraising Committee may be called by the Chairperson. Whenever possible at least forty-eight (48) hours notice shall be given. Minutes shall be recorded at all meetings.
Article VI – Amendment
These bylaws may be amended annually after review by the Fundraising committee by a majority vote of the members present, provided notice of the proposed amendment shall have been given at the previous meeting. Written notice of the proposed amendment to the bylaws shall be distributed to the Fundraising Committee membership at least one to two weeks prior to annual review.
The Bylaws shall be reviewed at least every two years for possible revision. The requirements for adoption of the revised set of Bylaws shall be the same as in the case of an amendment.
Fundraising Committee Procedural Guidelines
Steps to Coordinate Fundraising Activities
Review evaluation of the previous years fundraising results. Set new year goal(s).
In committee select fundraiser campaigns and as needed get Board approval for upcoming school year.
In Spring (usually May to June) schedule the fall fundraiser.
Make appropriate resource contacts. (e.g. specific fundraising company sales reps.)
Formulate the publicity plan. In addition provide a “Forecast” of the fall and spring fundraising activities in June’s PCC newsletter/communiqués to parents/guardians. (There should be a minimum of one key fundraising campaign per calendar school year.) Other fundraising projects may occur. Traditionally two product type sales are conducted (of which the major should generate at least 2/3rds of potential revenue).
During the Summer (usually July) Chairperson submits a written fundraising letter/appeal to the parents/guardians. The President(s) will include in the opening day notices/communiqués. You may also want to enclose information regarding “School Spirit” clothing/items. Please ensure that the School Principal has had the opportunity to review and approve the committee’s written communications to parents/guardians.
Also, during the summer:
a. Maintain contact with the specific fundraiser sales rep.
b. Prepare school clothing/item samples and do inventory.
a. Continue to promote publicity activities.
b. Schedule the Fall Fundraising Assembly date (usually for mid-October) with the school Principal. Include (2) full weekends to sell products. Schedule assembly date, class times, # of students (need correct # of fundraising packets to hand to students). The census of students changes on a monthly basis (check with the secretary for updated numbers). Include extra packets for new students/teachers.
Fall (end of September) draft parent/guardian letter for enclosure in student’s fundraising packet they will receive at the assembly. * Again, written communication to parents/guardians should be reviewed by the School Principal prior to distribution.
October (assembly day) “Kickoff your campaign” Sales representative will meet you to speak to students in assembly about the campaign. You (committee members if needed) distribute the packets to teachers for their distribution to students.
End of fundraiser (allow a few grace days!) Committee members will (through a working committee):
.Process orders (as per company’s directions) for pickup.
Verify orders.
Chairperson will contact appropriate Sales Rep.
Product delivery at school:
Set date with Sales Rep. For delivery.
Contact Committee members for distribution of workload to distribute campaign products to the students.
Remind the teachers to use their discretion if the package(s) are too heavy for a student. They would need to contact parent/guardian for pickup of items.
Upon completion of the first (usually Fall) fundraiser:
Collaborate with the PCC Treasurer for financial report of the fundraiser.
Follow-up communications to the specific sales rep. Of fundraising company as needed.
Write thank-you notes as needed (esp. if an activity included sponsors).
Evaluate with committee the fundraiser activity and results.
Give report at the next PCC meeting.
Late Fall (usually November):
Schedule committee meeting.
Schedule spring fundraiser (for usually mid-March). Usually February has a standard Phys-Ed activity fundraiser in most schools.
Follow the guidelines for the previous Fall fundraiser above.
Note – no assembly will be scheduled for #2 fundraiser (only one per year).
At the end of the spring, campaign review/evaluate its effectiveness.
Conduct committee meeting and repeat guidelines for the upcoming school year.
If Chairperson is changing it would be beneficial if new chair (incoming) has an informational meeting with the (outgoing) chairperson.
Outgoing Chairperson provides a brief annual report (written) and submits to the PCC President(s) and also gives oral report to PCC meeting members. Report should be inclusive of activity outcomes, financial data, committee’s evaluation/recommendations (inclusive of any problematic issues and possible resolutions).
Points of Emphasis:
The committee has the flexibility to be creative in campaign planning. Plan at least two(2) key campaigns. Set goals for profit higher than previous year (after careful review of previous years results). Keep in mind student census to calculate financial projections.
Safety concerns: Communicate to students/parents/guardians/academic staff SAFETY is #1 concern during a campaign. Stress in letters etc.:
No students to go door to door for sales.
Use telephone communications or email with permission/supervision in selling items.
In lieu of purchasing items from the fundraiser parents/guardians may make a direct donation to the PCC.
Make all checks payable to the Remington PCC. Campaigns are usually scheduled to last a full week for selling items. Allow two (2) full weekends, then verify and process orders the following Monday or Tuesday.
PCC Fundraising Committee Chairperson Job Description
Background
The Chairperson shall be appointed on a volunteer basis to head the committee by the PCC President(s). There may be dual Co-Chairs if deemed necessary and voted by the Board in the case of multiple volunteers or parties agreeing to Co-Chair. The term is for one (1) year but not limited to consecutive terms. The specific committee is the direct responsibility of the Chairperson, however, the committee will be overseen by an Officer in Charge from the Executive Board.
The Chairperson oversees and implements the goals/work plans of the committee.
Responsibilities
Sets goals and develops a work plan and timeframe with the committee members.
Meets and participates with committee members to instruct, guide and oversee activities.
Obtain approval from the School Principal before distributing communication/notices to faculty/students.
Serves as committee’s Recording Secretary. (S)he may delegate as needed or accept a volunteer. Records minutes of each meeting, files the minutes and other important record keeping and financial data for future reference. Presents previous minutes for approval at each meeting. Prepares and distributes agenda in advance of each meeting. Distributes copies of minutes (or makes available to review) to each committee member as requested.
Sets meeting schedule with committee members as defined in the specific committee’s bylaws.
Prepares and presents monthly written status report to the PCC at each monthly meeting. In the event the Chairperson will be absent from a monthly meeting a delegated committee member may present the report of the meeting or the overseeing committee Officer in Charge from the Executive Board will present the written report. Notification of Chairperson’s absence must be communicated to the Officer in Charge and/or the President(s).
5/05 Committee: Nancy Acton
Barbara Blake
Kim Gutkowski
Leila Milley
Suzanne Sherrin
Dianne Shafferman.
Reviewed and accepted February 2006
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