Peoria United Parent Council
By-Laws
(As adopted on 7/28/04)
I. NAME
The name of this organization will be Peoria United Parent Council. Hereafter designated by the letters UPC.
II. PURPOSE
A. To provide a forum for the exchange of ideas and problem solving techniques among parents of the various schools on educational issues so that all might benefit from each other’s experience.
B. To inform and update parents on current issues and happenings in the field, sensitizing them to areas in need of attention.
C. To provide leadership and representation for district parents so that they might unite and work together toward common goals more effectively and have an influential voice in the decision-making process affecting their children.
D. To maintain open relationships with teachers, the school board and school administrators in order to accomplish these purposes while maintaining UPC’s own autonomy.
III. COUNCIL STRUCTURE
The UPC will consist of the Executive Board, Executive Committee, two Representatives or their alternates from each school and the General Membership.
A. The Executive Board is comprised of the elected officers. The elected officers shall also be known as the Trustees of the corporation known as Peoria United Parent Council.
B. The Executive Committee is comprised of the Executive Board, the Parliamentarian, and Chairperson/Co-chairperson of the UPC standing committee.
C. Representatives:
1. Each school is allowed two (2) voting Representatives. Each school is encouraged to appoint two (2) designated alternates.
2. Designations of these individuals should be made (but not limited to) 30 days following the first day of the new school year. Changes in representatives during the year must be reported by the parent group president, to the UPC secretary prior to the next General Meeting.
3. It is the responsibility of the voting Representatives to:
a. attend UPC General meetings or make sure an alternate is in attendance.
b. to carry back information to their respective schools on a regular basis. All subjects covered at UPC meetings should be reported.
c. accumulate information of importance to UPC from their respective schools and bring it to Council meetings including events and items of interest for the monthly newsletter.
d. inform themselves on issues so as to be able to vote (when necessary) on behalf of the schools they represent.
D. General Membership:
1. Any resident in the Peoria Unified School District may be included in UPC general membership.
2. General Members may be either a member of, or Chairperson/Co-chairperson of any UPC Committee, but may not hold an elected office.
IV. OFFICERS AND COMMITTEES
A. Executive Board is comprised of the elected officers, which include a President, two (2) Vice Presidents, a Secretary and a Treasurer.
1. The PRESIDENT will schedule at least eight (8) General Meetings during the school year, preside at all meetings, commission Standing and Select Committees, appoint Chairpersons to lead such committees, and will represent UPC when necessary before the Governing Board and media.
2. The FIRST VICE PRESIDENT will act as liaison between UPC and the schools, shall act as aide to the President and, in the event of the temporary absence of the President, shall act on his/her behalf. The First Vise President may also represent UPC before the Governing Board and the media.
3. The SECOND VICE PRESIDENT will plan and coordinate programs, events and schedule meetings. He/she will work with the President and the Executive Committee to establish goals and will perform other such duties as requested by the President.
4. The SECRETARY will record and maintain the minutes of all General and Executive Committee Meetings, circulate and record attendance at each meeting, maintain a current list of all UPC members and those in good standing and perform other duties as requested by the President.
5. The TREASURER will deposit all funds in UPC’s bank account, maintain current and accurate account of receipts and expenditures, make a financial report and prepare a written annual budget for Council approval at the first General Meeting.
B. Executive Committee is comprised of the Chairpersons/Co-chairpersons of Standing Committees, the Parliamentarian and the Executive Board.
1. The Executive Committee will meet prior to all General Meetings and as requested by the President. It will conduct UPC business between General Meetings. The President will report its actions to UPC at the first General Meeting after any Executive Committee Meeting.
2. Prior to the first General Meeting, the Executive Committee shall review and amend, if necessary, the Standing Rules and shall present them to UPC at the first General Meeting for approval.
3. Neither the Executive Board nor the Executive Committee may commit UPC to a stance on any issue without prior vote and approval at a General Meeting.
C. Committees:
1. Standing and Select Committees may be created to promote the objectives, issues and/or programs of the organization.
2. Chairpersons/Co-chairpersons will be named from UPC by the President representing a cross section of the members.
3. Members may be appointed to such committees by the Chairperson/Co-chairperson of the committee.
4. Chairpersons/Co-chairpersons of the Standing Committees will serve on the Executive Committee for the year appointed.
5. Committees may not incur debt or bind the organization to any agreement without the consent of UPC.
V. PROCEDURES FOR RECOMMENDING PARENTS FOR DISTRICT COMMITTEES
A. Committees formed by Administrators regarding policies and procedures:
1. When possible the President will send around a sign-up sheet for parent volunteers at a General Meeting.
2. The President and/or Executive Committee will select the parents to serve on a particular committee requested by an Administrator.
a. When several more people have shown an interest in a particular committee than have been requested to serve, the President will ask the Administrator in charge of the committee if it would be possible to have more parents represented.
B. Interview Committee for Assistant Principals: currently there is no Governing Board Policy for this
committee.
1. UPC Community Members - Two (2) (from the same school where the vacancy exists)
2. The President will first contact UPC Representatives to either sit the committee or make recommendations for candidates. If they are note available, the President of the local parent group will be contacted.
C. Interview Committee for Principals: currently there is no Governing Board Policy for this committee.
1. UPC Community Members-four(4) (from the same school where the vacancy exists)
2. The President will first contact UPC Representatives to either sit the committee or make
recommendations for candidates. If they are not available the President of the local parent
group will be contacted.
D. Interview Committee for Assistant Superintendent: currently there is no Governing Board Policy for this
committee.
1. UPC Community Members-four (4)
2. The parents on the interview committee should include the current UPC President and
members of the Executive Committee with both levels of schools and geographic areas being
represented. When the Assistant Superintendent for Educational Services is being
interviewed, someone from the Citizens Curriculum Advisory Committee (CCAC) should be
recommended as one of the parent representatives.
E. Interview Committee for Superintendent: currently there is no Governing Board Policy for this
committee.
F. If all efforts have been made to meet committee membership criteria, exceptions may be made.
VI. VOTING QUALIFICATIONS
A. Only the Executive Board and School Representatives or their designated alternates in good standing may vote in the election of officers or in any vote of UPC.
B. In good standing shall mean:
1. that the Executive Board Member or Representative has attended at least half of the General Meetings in that operating year. A Representative will not be counted absent if his/her school’s designated alternate is in attendance.
2. that the school has paid its dues.
C. An individual Representative or Executive Board member may not vote for or represent more
than one entity. (i.e., If a Representative has children in two schools he/she may not serve as
Representative of both schools.)
D. There are no voting privileges for General Members.
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E. UPC Representatives of the designated alternate eligible to vote must be physically present to vote.
VII. ELECTION OF OFFICERS
A. Elections shall take place at a General Meeting in the spring prior to May 31st.
B. Officers shall be elected by secret ballot. However, if there is but one nominee for any office, the election for that office will be made by voice vote.
C. Officers shall assume their official duties following the close of the last General Meeting and serve for a period of one year.
D. A Person shall not be eligible to serve more that two consecutive terms in the same office.
VIII. NOMINATING COMMITTEE
A. The Nominating Committee Chairperson shall be appointed by the President at least one month prior to the elections and the Committee shall consist of at least three (3) members of UPC.
B. No more than one person shall be appointed from any single representative school.
C. The Nominating Committee shall notify in writing each school advising the qualifications for nominations for office (as per SECTION IX) and encourage suggestions from all Peoria Unified District schools.
D. The Nominating Committee shall e-mail its proposed slate of nominees to each voting member at least ten (10) days prior to the scheduled election.
E. A member of the Nominating Committee may not serve on the committee in consecutive years unless there are no members willing to serve.
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IX. NOMINATIONS AND QUALIFICATIONS
A. Only those UPC Representatives in good standing shall be nominated for any office.
B. Only those Representatives who have signified their consent to serve if elected shall be nominated for or elected to any office.
C. Any candidate for President or Vice President must be an eligible Representative in good standing for the current full operating year’ or a member of the Executive Committee for six (6) months prior to his/her election.
D. Nominations shall be accepted from the floor provided the candidate is present or has agreed in writing that he/she is willing to serve in that capacity, and meets the qualifications for that office.
X. VACANCIES
If any elected officer must leave office before the completion of the terms of office, the Executive Committee will appoint an officer Pro-Temp to be ratified by the majority of the voting members present, for the remainder of the terms
XI. DUES AND FINANCE
A. A fiscal year shall begin on July 1st and end on the following June 30th. These dates shall remain the same for an operating year.
B. The amount of annual dues for 1) represented school parents and 2) General Members shall be determined by UPC.
1. The membership term shall be Oct 1 through Sept 30.
2. Dues shall be due and payable on or before September 30 in order for a school parent group’s membership to be in good standing and qualify for representative(s)’ voting privileges.
C. Expenditures necessary before the approval of the budget or above approved limits must either be approved by a voting majority at a General Meeting or by a majority of the Executive Committee if between General Meetings. Approval by the Executive Committee will be ratified at the next General Meeting
D. Each Check drawn on the UPC account must be signed by two of the elected officers.
E. Before the Last General Meeting, the President must appoint at least two UPC members from different schools not on the Executive Board to audit and sign the Treasurer’s accounts. This committee must complete the audit prior to the end of the fiscal year.
XII. PARLIAMENTARY PROCEDURES
A. Roberts Rules of Order, Newly Revised, shall guide UPC in all cases not provided for in the By-Laws or Standing Rules.
B. The President shall appoint a Parliamentarian, who shall be responsible for seeing to it that the By-Laws are adhered to. The Parliamentarian shall act as a non-voting advisor to the organization. He/She shall also serve as the Chairperson of the By-Law Review Committee and shall plan for, and be in charge of the Installation of Officers.
XII. AMENDMENTS
A. These By-Laws may be amended by a two-thirds (2/3) vote of the voting members present. Notice of intent
to amend must be presented at a General Meeting and voted on at the following General Meeting.
1. No member of the UPC may circulate or use the UPC Directory, or the contents therein, for other than use in connection with the work and activities of the Peoria Unified School District.
2. Bills shall be presented to the Treasurer within one month after the expenditure.
3. A minimum of seven (7) Standing Committees shall be required. Duties and titles of the Committees are left to the Executive Board and/or members to determine yearly as situations arise. Each committee must exist for at least one (1) fiscal year.
4. General Meetings will be held on the third Monday of the month, unless there are calendar conflicts.
5. Dues for the school year will be $_________ per school. General Membership for the school year will be $ ______, which includes the e-newsletter.
6. These standing rules may be adopted or amended only at a General Meeting by a majority vote of the voting members present.
updated 06/20/05