Bylaws
Bylaws of the
Prairie Crossing Educational Alliance
Adopted & Revised April 25, 2022
Article I: Name
The name of this organization is Prairie Crossing Educational Alliance (PCEA), located at 11605
S Bradbury Ranch Dr., Parker, CO 80134. PCEA is a member of The Foundation for Douglas
County Schools, a non-profit 501(c)(3) organization incorporated in the State of Colorado.
Article II: Statement of Purpose
PCEA will strive to enhance the school’s mission to help families realize their children’s social,
creative, and intellectual development. These resources will be directed toward educationally
focused goals that address the needs of students, staff, parents, and community.
Article III: Objectives
o To provide a structure whereby the community can collaborate for the best interests of
the students.
o To broaden the child’s school experience through sponsorship of community events,
service learning, and enhanced learning opportunities.
o To organize fundraising projects that support the school community.
o To provide opportunities for parents and interested community members to participate in
the school.
o To promote PCE and PCEA to the community at large.
Article IV: Policies
o PCEA’s policies shall be developed in accordance with both its stated purpose in Article
II and the Foundation’s guidelines.
o This organization shall develop its policies with the involvement of all of the Executive
Officers. In the event the Executive Officers become deadlocked on a policy issue, the
matter will be heard by the Principal and/or Vice Principal and put to a quorum vote.
Article V: Membership
General membership is open to:
o Parents and guardians of the students enrolled at PCE
o Teachers, staff, and administrators at PCE
o Any interested community members
Each teacher is required to attend a minimum of one PCEA meeting per semester.
There shall be no dues required for membership.
Article VI: Leadership Structure
The Executive Officers shall consist of the following elected positions:
o President
o Vice President
o Secretary
o Treasurer
o Marketing Manager
o Volunteer Liaison
o Social Media Manager
Elected officers shall not receive compensation for their services.
At least one Executive Officer will attend the annual Foundation meeting.
The PCEA Board will consist of the Executive Officers, Principal, and Assistant Principal.
Article VII: Officer Elections and Terms of Office
Executive Officers shall be elected for one-year terms by majority vote of the existing PCEA
membership, with the exception of Vice President, who will serve two years.
o The President will serve for one year.
o The Vice President will serve for one year. The following year, the Vice President will
automatically move into the role of President.
o The Secretary, Treasurer, Marketing Manager, Volunteer Liaison, and Social Media
Manager will each serve a one-year term. Officers electing to continue may do so as
incumbents, unless they are challenged, in which case it would go to a general election.
Nominations: Anyone willing to serve on the Board may be nominated by any PCEA member, or
by submitting his/her name to the Board.
General Election: The Executive Officer(s) will be selected during any open term by a majority
vote of the PCEA membership.
General Officer Information:
o Executive Officers shall assume their duties at the completion of the last day of the term
in the school year for which a position is open for office. Until the close of the school
year, the previous Executive Officers will work with the new Executive Officers to orient
and exchange records.
o A vacancy occurring in an office shall be filled by an interim Officer until the end of the
vacating Officer’s term, by a majority vote of the remaining members of the Executive
Officers. If the role of President becomes vacant, it shall be filled for the remainder of the
term by the Vice President. An interim Vice President will then be elected.
o An Executive Officer may be removed from their position for failing to uphold the duties
and ethics of their office based on the recommendation of a Board Member, if that
recommendation is approved by a 2/3 majority of the Executive Officers.
o The Executive Officers shall meet as needed, but at least once per semester and once
during the summer prior to the start of the school year to prepare for beginning of school
activities.
o If needed or requested, the Executive Officers will meet with the Principal and Vice
Principal to discuss any relevant business.
Article VIII: Duties of Officers
Each Executive Officer shall be elected to office by the PCEA membership. Responsibilities of
the Executive Officers shall include:
o Determine budgetary goals and priorities for fundraising
o Maintain a working knowledge of PCEA affairs
o Maintain a page on the PCE website, including a calendar of PCEA events
o Volunteer for and assist with PCEA events
o Attend monthly general PCEA meetings
President
Subject to control of the Board, the President shall have the general supervision of the
affairs of the PCEA. The President shall set the agenda for a preside at the meetings of
the Board and General meetings. General meeting agendas must be available and
provided to the Social Media Manager at least 5 days before the meeting for socialization
with the PCE community. In addition, the President shall:
o Serve a one-year term
o Serve as the primary contact to the Principal and Assistant Principal
o Coordinate the work of all of the Executive Officers and committees
o Ensure that all reporting required by the Foundation is accomplished
o Ensure that materials printed and distributed on behalf of PCEA are approved by
the Foundation before they are published.
o Ensure that the school community is informed of all pertinent information, which
includes providing PCEA information to Kathy Klancic for inclusion in the Blast
emails.
o Determine meeting schedule; call special meetings as necessary
o Serve on the School Accountability Committee (SAC) and attend meetings
o Shall have the option of delegation of any of the above duties to other Executive
Officers
o In conjunction with the Treasurer
Prepare a list of grants awarded
Ensure that proper receipts are provided to individuals and corporations
who make cash or in-kind donations to PCEA; a Thank-you letter may
serve as proper receipt
Vice President
The Vice President will take an active role in all PCEA Board and General meetings and
preside in the President’s absence.
o The Vice President will serve a two-year commitment; one year as Vice President
to be followed by one year as President
o Act as an aide to the President in any capacity deemed necessary
o Serve on the School Accountability Committee (SAC) and attend meetings
Secretary
The Secretary will attend Board and General meetings, record the minutes, and document
decisions made by the Board. In the absence of the Secretary, the Board shall select
another Executive Officer to take notes.
o The Secretary will serve a one-year term
o Send all meeting minutes to the Foundation Finance Manager as required under
The Foundation guidelines
o Maintain the PCEA page on the PCE website
Treasurer
The Treasurer is responsible for the PCEA accounting process as dictated by Foundation
policy.
o The Treasurer will serve a one-year term
o Work in conjunction with the Foundation Finance Manager and PCE Bookkeeper
o Deposit all funds to the Foundation bank account at Wells Fargo
o Oversees receipts and invoices and submits pay vouchers to the Foundation for
vendor payment and reimbursements
o Maintains records detailing PCEA finances, including income and expenditures
o Must reconcile PCEA records against Foundation monthly statements
o The balance at the end of the year must balance with the Foundation end-of-year
statement
o Submits district transfer requests between PCEA and PCE
o Reconciles details as agreed between PCEA Executive Officers and the PCE
Bookkeeper
o Fundraising: Each year the Board shall set goals based on school improvement
plans and identified needs for the use of funds to be raised the following school
year
o Act as a financial representative during school fundraiser vendor meetings
o Act as Finance Committee Chair for all fundraisers
o Liaison with the Foundation of credit card machines are required for an event or
fundraiser
o Prepare a tentative budget for the school year during the summer prior
o Maintains and periodically updates the Fundraising Guidelines for PCE Teacher
and School Grants
Marketing Manger
The Marketing Manager is responsible for all marketing required by PCEA
o Serves a one-year term
o Coordinates PCEA restaurant nights
o Creates fliers, invitations, and event tickets for PCEA-sponsored events
o Ensures fliers are supplied for Thursday folders
o Provides fliers to parents, students, and teachers as needed
o Provides a “Save the Date” one month in advance of major events, followed by
reminders one week prior and on the day of the event
o Provides the virtual link for meetings
Volunteer Liaison
The Volunteer Liaison coordinates volunteers needed for PCEA events
o Works with event leads to understand volunteers needed to support events
o Create SignUp Genius to recruit volunteers for events
o Reaches out to Chaparral Student Council to recruit volunteers for events, if
needed
o Works in conjunction with PCE Volunteer Coordinator to help recruit additional
volunteers as needed
o Follow up and confirm volunteers for events prior to the event
Social Media Manager
The Social Media Manager keeps PCEA active on Social Media and advertises news and
events
o Posts PCEA meeting information, events, and general information on both the
PCE Facebook page and the Prairie Crossing Elementary Parents (Parker, CO)
Facebook page
o Communicates any feedback received by Social Media back to the Board
Article IX: Parliamentary Authority
The rules and procedures contained in the current edition of Robert’s Rules of Oder Newly
Revised shall govern the proceedings of the Prairie Crossing Educational Alliance. Voting by
phone or proxy may be instituted as the situation may allow (e.g. emergency appropriation of
funds, etc.)
Article X: Amendments
These Bylaws may be amended by a 2/3 majority vote of the Executive Officers.
Article XI: Committees
The Board may establish standing or ad hoc committees as needed.
Article XII: Role of the Foundation for Douglas County Schools
As described under its own bylaws, the Foundation provides certain services for its chapters,
such as PCEA. Included in these services are maintaining a bank account for PCEA funds and
maintaining records of monetary transactions. PCEA funds deposited in the account will be used
only for PCEA-approved expenditures on behalf of Prairie Crossing Elementary.
The organization may be dissolved by a majority vote of the Executive Officers, Principal, and
Vice Principal.
o A final financial report should be prepared by the Treasurer and reconciled against
Foundation statements, showing adequate funds to cover any outstanding expenditures.
o Upon dissolution, any remaining funds shall be spent for the benefit of PCE and it's students.