Article I – Name

The name of the organization shall be the Pleasant Hill Elementary Organization

Article II – Purpose

The purpose of the Pleasant Hill Elementary Organization is to supplement the education of the students at the Pleasant Hill Elementary School by providing enrichment activities and equipment and by fostering relationships between the school, the parents, and teachers.

Article III – Members

Section 1. Any parent, guardian, or other adult standing in loco parentis for a student at the school may be a member and shall have voting rights. The principal and any teacher employed at the school may be a member and have voting rights.

Section 2. The executive board will establish dues. A member must have paid his or her dues at least 14 calendar days before the meeting to be considered a member in good standing with voting rights.

Article IV – Officers and Elections

Section 1. Officers. The officers shall be a president, two co-vice president, secretary, treasurer, Communication Coordinator, Fundraising Coordinator, and a Volunteer Coordinator.

a. President. The president shall preside over meetings of the

organization and executive board, serve as the primary contact for the principal, represent the organization at meetings outside the organization, serve as an ex officio member of all committees except the nominating committee, and coordinate the work of all the officers and committees so that the purpose of the organization is served.

b. Co-Vice Presidents. The co-vice presidents shall assist the president and carry out the president’s duties in his or her absence or inability to serve.

c. Secretary. The secretary shall keep all records of the organization, take and record minutes, prepare the agenda, handle correspondence, and send notices of meetings to the membership. The secretary also keeps a copy of the minutes book, bylaws, rules, membership list, and any other necessary supplies, and brings them to meetings.

d. Treasurer. The treasurer shall receive all funds of the organization, keep an accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the executive board. He or she will present a financial statement at every meeting and at other times of the year when requested by the executive board, and make a full report at the end of the year.

e. Communication Coordinator. The communication coordinator will maintain the electronic forms of communication, email listings, and maintain the organization website.

f.  Fundraising Coordinator. The fundraising coordinator will coordinate all fundraising activates and act as ex officio member of all fundraising committees.

g. Volunteer Coordinator. The volunteer coordinator will coordinate volunteer opportunities between parents and the principal.

h. Staff Representative. The staff representative represents the needs of the teachers and staff.

Section 2. Nominations and Elections. Elections will be held at the third to last meeting of the school year. The nominating committee shall select a candidate for each office and present the slate at a meeting held one month prior to the election. At that meeting, nominations may also be made from the floor. The executive board shall determine Method of Voting. Ballot vote shall be taken.

Section 3. Eligibility. Members are eligible for office if they are members in good standing at least 14 calendar days before the nominating committee presents its slate.

Section 4. Terms of Office. Officers are elected for one year and may serve no more than two (2) consecutive terms in the same office. Each person elected shall hold only one office at a time.

Section 5. Vacancies. If there is a vacancy in the office of president, there shall be a vote of the membership between the co-vice presidents to determine who will become the president. At the next regularly scheduled meeting, a new vice president will be elected. If there is a vacancy in any other office, members will fill the vacancy through an election at the next regular meeting.

Section 6. Removal From Office. Officers can be removed from office with or without cause by a two-thirds vote of those present (assuming a quorum) at a regular meeting where previous notice has been given.

Article V – Meetings

Section 1. Regular Meetings. The regular meeting of the organization shall be determined a time and place determined by the executive board at least one month before the meeting. The annual meeting will be held at the April regular meeting. The annual meeting is for receiving reports, electing officers, and conducting other business that should arise. The secretary will notify the members of the meetings students at least one week prior to the meeting.

Section 2. Special Meetings. Special meeting may be called by the president, any two members of the executive board, or five general members submitting a written request to the secretary. Previous notice of the special meeting shall be sent to the members at least 10 days prior to the meeting.

Section 3. Quorum. The quorum shall be majority of members in good standing present at the meeting.

Article VI – Executive Board

Section 1. Membership. The Executive Board shall consist of the

Elected Officers.

Section 2. Duties. The duties of the Executive Board shall be to transact business between meetings in preparation for the general meeting, create standing rules and policies, create standing and temporary committees, prepare and submit a budget to the membership, approve routine bills, and prepare reports and recommendations to the membership.

Section 3. Meetings. Regular meetings shall be held monthly, on the same day and at the same time each month, to be determined by the board. Any two board members, with 24 hours notice, may call special meetings.

Section 4. Quorum. Half the number of board members plus one constitutes a quorum.

Article VII – Finances

Section 1. A tentative budget shall be drafted in the fall for each school year and approved by a majority vote of the members present.

Section 2. The treasurer shall keep accurate records of any disbursements, income, and bank account information.

Section 3.The board shall approve all expenses of the organization.

Section 4. Two authorized signatures shall be required on any check.  Authorized signers shall be the treasurer, president and the co-vice presidents.

Section 5. The treasurer shall prepare monthly a financial reports as well as the financial statement at the end of the year, to be reviewed by an independent audit.

Section 6. Upon the dissolution of the organization, any remaining funds should be used to pay any outstanding bills and, with the membership’s

approval, spent for the benefit of the school.

Section 7.The fiscal year shall

July 1^st through June 30^th of the next year.

Article VIII – Parliamentary Authority

Robert’s Rules of Order shall govern meetings when they are not in conflict with the organization’s bylaws.

Article VIIII – Standing Rules

Standing rules may be approved by the Executive Board, and the secretary shall keep a record of the standing rules for future reference.

Article X – Dissolution

The organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of those present at the meeting. Upon dissolution of the Pleasant Hill Elementary Organization, any unallocated funds will be dispensed to the Pleasant Hill Foundation at 36386 Highway 58, Pleasant Hill, OR 97455

Article XI – Amendments

These bylaws may be amended at any regular or special meeting, providing that previous notice was given in writing at the prior meeting and then sent to all members of the organization by the secretary. Notice may be given by postal mail, e-mail, or fax. Amendments

will be approved by a two-thirds vote of those present, assuming a quorum.