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In this document, a year refers to the period from September 1 to August 31. A school year refers to the period September 1 to June 30. ARTICLE 1 NAME The association shall be known as the Quincy Citywide Parents’ Council (the Council). To create a better understanding of the Quincy education system by: 1. Providing a forum for discussion and interchange of ideas between representatives, to improve school relationships and conditions with the city; 2. Affording a representative assembly for the active expression of the wishes of a majority of individual schools through the presentation of proposals and recommendations to the Quincy Public Schools and to the public through the press or other authorized publicity; and 3. Supporting or assisting worthwhile school or civic projects which foster or contribute to the education and recreational opportunities to improve education, health and general welfare of Quincy school children. ARTICLE 3 POLICIES Section 1 The Quincy
Citywide Parents’ Council shall not endorse any political candidate. ARTICLE 4 MEMBERSHIP AND DUES Section 1 Membership The representatives and alternates shall be parents or guardians of students who come under the jurisdiction of the Quincy Public School System and shall be selected by the method designated by the parents of each individual school or organization. In the absence of either representative, the alternate assumes the responsibility for voting. Each school shall submit the names of the representatives and alternate to the Council when they are elected. Section 2 Dues Each school shall submit a membership fee. The amount will be determined by the membership at the first meeting of the school year. Dues and assessments shall be changed by two-thirds (2/3) vote of the membership present and voting, a secret ballot may be used. ARTICLE 5 OFFICERS Section 1 Elections The officers shall consist of a President or Co-Presidents, Vice-President, Recording Secretary, Treasurer, and Publicity Chairperson. Nominations shall be solicited at the April meeting. Voting shall take place at the final scheduled meeting of the year providing a majority of schools is represented by at least one voting member. If there are no nominations for an open office, nominations for that office shall remain opened until the first meeting of the following school year. No person shall be eligible for election unless that person indicates, either in person or in writing, their willingness to serve in that position. Further nominations and voting will take place at the first meeting of the school year providing a majority of schools is represented by at least one voting member at that meeting. If a majority is not present, final voting will take place at the second meeting of the school year. Voting shall be by secret ballot if more than one person is running for the same office. Section 2 Terms of Office Elected officers shall serve for a term of one year and shall not serve more than two consecutive years in the same office. The term of office shall commence on September 1st or immediately following the election of the officer (Article 5; Section 1). No person shall hold more than one office simultaneously. Section 3 Vacancies in Office A vacancy occurring in any office, except that of the President, shall be filled by a vote of the membership at the meeting following the announcement of the vacancy. The President's position will be filled by the Vice-President. In the event this is not possible, the membership shall elect the President, who will serve the completion of that term. Section 4 Removal from Office An officer may be removed from office by a two-thirds vote of the membership at a general meeting if prior written notice to that effect has been distributed to the membership. Section 5 President The President shall preside over all general meetings. The President shall present the agenda and shall have the authority to limit discussion time and to rule out of order any person who may deviate from the order of business before the Council. The President is an ex officio member of all committees. The President has the right to appoint, as necessary, any member to a vacancy on any sub-committee and has the authority to conduct day to day activities necessary for the function of the organization. Section 6 Vice- President The Vice-President shall exercise full powers of the president in the event of the President’s absence, resignation, removal or disability. The Vice-President shall conduct an annual bylaws review and present it annually to the membership. The Vice-President shall be considered parliamentarian on the Council’s governing law as stated in these bylaws. Section 7 Recording Secretary The Recording Secretary shall be responsible for the taking, maintaining and reporting of all the minutes of the general meeting. The minutes shall be distributed at the following meeting and sent to each school and to the Superintendent of Schools. The Recording Secretary shall be responsible for posting and monitoring the Council’s website. Section 8 Treasurer The Treasurer shall be responsible for the financial affairs of the Council. All monies shall be deposited in an interest bearing account. The Treasurer shall prepare and present a detailed itemized monthly income and expense summary. The Treasurer shall prepare a year end summary of the transactions and distribute it at the last meeting of year. The treasurer shall be empowered by the consent of the majority of the officers to spend an allotted amount between regular meetings. Said amount shall be specified by the general membership at the first meeting. Section 9 Publicity Chairperson The Publicity Chairperson shall be responsible for mass media notification and coverage of all Council meetings and events. ARTICLE 6 COMMITTEES Section 1 Executive Board The Executive Board shall consist of all the officers. The Executive Board drafts the agenda. A member of the Executive Board will attend all School Committee Meetings as an Associate Member of that Committee. Section 2 Summer Transition Board A Summer Transition Board shall be designated at the last meeting of the school year to decide any action and to perform administrative duties required before the first meeting of the next school year. The board may include, but is not limited to, current and nominated officers. The board shall consist of at least three current voting members. One member will be chosen as the primary contact. The name and phone number of the primary contact shall be sent to the office of the Superintendent of Schools and to the School Committee. For any action requiring a vote, the board shall contact the representatives and individual votes shall be recorded and published at the next meeting. Section 3 Sub-Committees Sub-Committees can be formed for each project the Council designates. Each sub-committee shall elect its own chairperson and shall meet independently of the general meeting. The sub-committee shall consist of those interested in volunteering for a particular subcommittee and/or those appointed by the Executive Board. The chairperson of each sub-committee will notify the president of the Council of any progress at least seven (7) days before the Council meeting and will report as necessary, to the entire Council at the general meeting. ARTICLE 7 MEETINGS Section 1 Schedule Meetings shall be held the second Monday of the month during the school year unless otherwise designated. Section 2 Quorum A quorum shall consist of one more than half of the voting membership. The voting membership will be determined by the list of school representatives that each school's parent group has submitted. For any one vote, a school must be represented for two consecutive meetings related to that vote. A quorum must be present to vote on any motion at a general meeting. A simple majority vote of members present shall be necessary to carry all motions except amendments to the bylaws. If a vote should tie, the presiding President may vote. If the President is not voting, the motion fails. Section 3 Voting In the interest of representing as many of the schools as possible, a parent may represent more than one school (Under the guidelines of Article 4- Section 1.). In the case of voting, if a vote being taken is a simple majority vote, then each representative will have one vote. If the vote being taken is a poll of schools, then any voting member representing more than one school shall cast one vote for each school represented. Section 4 Emergency Meetings Emergency Meetings may be called by a majority of the Executive Board or at least ten (10) voting members of the Council provided forty-eight (48) hours notification has been given to the membership. The telephone and e-mail are acceptable means of notification. Section 5 Addressing the Council Any member wishing to place a matter on the agenda shall inform the Executive Board at least seven (7) days prior to the meeting. Matters submitted less than seven days prior to the meeting may be placed on the agenda at the discretion of the President. Section 6 Open Meeting All general meetings are open to the public. All in attendance may speak before the Council. Comments may be limited by the President to a set time per person per agenda item. Only the Representatives may vote. ARTICLE 8 RULES OF ORDER Unless otherwise stated in these bylaws, Robert's Rules of Order Revised shall be the prevailing source of parliamentary procedures. The Vice-President shall be considered the Parliamentarian. In the absence of the Vice-President, the President shall appoint someone to act as Parliamentarian. ARTICLE 9 AMENDMENTS OF THE BYLAWS These bylaws may be amended or changed by any such proposal being submitted in writing at two (2) consecutive meetings of the Council and decided at the second meeting by a two-thirds (2/3) majority of those members present and voting. |