ByLaws
ByLaws
ARTICLE ONE: Purposes
Section 1: Name. The name of the organization is Albemarle County Public Schools (“ACPS”) Parent Council (“Parent Council’).
Section 2: Organizational Status. Parent Council is a nonprofit organization that exists for charitable and educational purposes.
Section 3: Restrictions on Activities. No substantial part of the activities of Parent Council shall be for the carrying on of propaganda, or otherwise attempting to influence legislation, and Parent Council shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office.
Section 3: Mission. The mission of Parent Council is to serve as a forum for parents, educators, and school officials to share ideas and exchange information in order to further advance the quality of the public education system within Albemarle County. The purpose of Parent Council is to promote quality public education through communication and advocacy directed toward parents, teachers, and the general public.
Section 4: Goals
Provide a forum for sharing ideas and providing direction on Albemarle County School educational issues.
Inform parents on current issues regarding the education system, and familiarize them with areas that need attention.
Provide leadership and representation of Albemarle County schools for parents to effectively work together toward common goals and have an influential voice regarding the educational processes affecting their children.
Advocate on behalf of the Parent Council with regard to communications of key issues to provide information to school PTOs*, parents, and community leaders. *”PTO” represents any and all schoolwide parent organization that designates a representative to Parent Council.
Act as a central point for sharing information among PTOs for individual schools to enhance the strength and value of the PTO system.
Initiate educational sessions on topics relevant to effective operations for the public school system.
Promote an open and supportive relationship between parents and teachers, School Board, and administration.
ARTICLE TWO: Membership
Section 1: School Representatives. Each of the schools in ACPS is entitled to and encouraged to have a representative voting member of Parent Council . A School Representative is appointed by the school’s “PTO” (or similar principal-recognized organization that represents all families) or by the school’s principal if no “PTO” exists.
Section 2: At-Large Members. In addition to the school representatives, there may be up to seven (7) at-large members seated. These at-large voting members are selected and approved by the Executive Board of Parent Council, which includes the ACPS Superintendent of Schools (“Superintendent”) and ACPS School Division Liaison (“ACPS Liaison”).
Section 3: Co-Representatives. Each member may choose to have a co-representative, but in the event that a vote is taken of Parent Council members, only one representative from each school or at-large seat is entitled to vote.
Section 4: Qualifications. Each member (including School Representatives, At-Large Members, and Co-Representatives) must be parents or legal guardians of a student currently attending an ACPS school.
Section 5: Terms. Members shall be appointed to serve a one-year term. A member may be reappointed for successive terms. The term of members shall begin on the first meeting of the school year of appointment.
ARTICLE THREE: Officers
Section 1: The four elected Officers of this council shall include one President and one Secretary. One Officer must cover the Treasurer responsibilities. The elected Officers may determine how duties will be shared, which may include Co-Presidents, Co-Secretaries or Vice-Presidents.
Section 2: Term. The term of office for all Officers is one year, beginning July 1 and ending June 30 of the following year. A person shall not be eligible to serve more than three (3) consecutive terms in the same office, unless there are no other candidates for that position.
Section 3: Election. The officers of Parent Council shall be chosen from the voting body of Parent Council by a majority vote of the Parent Council members present. The election of Officers shall take place at a general Parent Council meeting. The required notice of the date and time of the meeting (given to members at least one week in advance of the meeting) shall indicate that the meeting will include the election of officers for the following year.
Section 4: Duties.
President(s)
Preside at meetings.
Maintain regular communication with the Superintendent and the ACPS Liaison to Parent Council regarding Parent Council activities.
Prepare agendas for meetings.
Serve as official representative(s) of Parent Council.
Establish and oversee committees (as needed) to conduct the work of Parent Council.
Secretary(s)
Distribute agendas for meetings.
Record and make available to members notes of all meetings.
Maintain Parent Council records.
Treasurer
Collect revenue and pay authorized expenses.
Report financial activity at meetings.
Section 4: Nominations. Officers shall solicit nominations for new Officers from within Parent Council membership and present a slate of officer candidates to the members. Effort shall be made to nominate Officer candidates that represent the three feeder patterns of the Albemarle County Public School Division and the three levels of schools (elementary, middle, and high).
Section 5: Vacancies. If an Officer vacancy occurs, the President(s) shall appoint a Parent Council member to fill the vacancy for the remainder of the Officer’s term. If no Officers are elected before the Term begins, immediate past Officers will collaborate with the Superintendent and ACPS Liaison to appoint at least one Officer, prioritizing immediate past members.
ARTICLE FOUR: Executive Board
Section 1: Participants. The Executive Board shall consist of the elected Officers of Parent Council, the Superintendent, and the ACPS Liaison (appointed by the Superintendent). Immediate past officers shall serve as advisory (non-voting) members of the Executive Board. The Superintendent and ACPS Liaison are stakeholders who consult to the Officers and shall have full right to participate in meetings and deliberations, but do not vote in general membership or special meetings. For Executive Board meeting votes, the ACPS Liaison receives a single vote even if multiple ACPS representatives are appointed.
Section 2: Duties. The Executive Board shall:
Transact necessary business during the intervals between general Parent Council meetings and during the summer.
Contribute nominations to the slate of Officers, and engage in appointing Officers should none be elected.
Call Special Meetings as needed.
Section 3: Removal. If any member of the Executive Board shall cease to meet the qualifications or fulfill the duties of the position, that person may be removed from the Board and/or from such office as the member may hold in Parent Council. Notice of proposed removal and the basis for removal must be provided in the call for a Special Meeting at which removal will be considered. A ⅔ affirmative vote by the members of the voting body present at the Special Meeting is required to confirm Removal.
ARTICLE FIVE: Committees
Section 1: Creation. The Officers may create such standing and special committees as it may deem necessary to promote the purposes and carry on the work of Parent Council.
Section 2: Chairs. Committee chairs shall be appointed by the elected Officers for a term no longer than one (1) year or until the work is completed, whichever is shorter. No chair shall be eligible to serve in the same capacity for more than two (2) consecutive terms unless there are no other candidates for the position.
Section 3: Work. The chair of each committee shall present a plan of work to the elected Officers for approval. No committee work shall be undertaken without the consent of the Officers.
Section 4: Processes. Each committee shall reserve the right to hold meetings and vote on business digitally or in hybrid in-person/digital so long as all participants can hear each other and participate. Quorum shall be a majority of committee members. Committee chairs shall be responsible for ensuring minutes are taken and shared, and that all records are turned over at the end of the committee term.
ARTICLE SIX: Voting
Section 1: Voting Body. The voting body shall consist of the School Representatives and the At-Large Members. The Superintendent and ACPS Liaison are non-voting stakeholders.
Section 2: Eligibility to Vote. Each member of the voting body in attendance at a Parent Council meeting is eligible to vote, with one vote per school representative (i.e., one vote per school with co-representatives) and one vote per at-large seat. Absentee and proxy votes are not allowed.
Section 3: Quorum. Twenty-five percent (25%) attendance of the members of Parent Council present and voting constitutes quorum for the purpose of voting.
Section 4: Methods of Voting. Routine voting will be by voice vote. If the result of a voice vote is unclear, then a hand count will be taken. Hands may be raised either physically or digitally. General Consent can be utilized where agreement appears universal, but if objections are raised the motion must be processed. Where ⅔ affirmative vote is required (e.g., votes on ByLaws, removal of Executive Board member, dissolution), a hand count is required with ballot vote taken if the voice vote is unclear. Officers may propose a ballot vote at any time where a confidential alternative is requested by multiple members, and digital ballots are allowable.
ARTICLE SEVEN: Meetings
Section 1: General Meetings. Regular Parent Council meetings shall be held to conduct the business of Parent Council at least four (4) times during the school year at the discretion of Officers. Members and the Executive Board shall be given at least one week’s notice of the date and time of meetings.
Section 2: Special Meetings. Special Meetings may be called for and held at the discretion of a majority of the Executive Board following vote at an Executive Board meeting. Parent Council Members and the Executive Board shall be given at least one week’s notice of the date and time of a Special Meeting.
Section 3: Executive Board Meetings. Meetings of the Executive Board are open only to the members of the Executive Board and may be called by any member of the Executive Board.
Section 4: Format. Any meeting of Parent Council may be held in-person or electronically under the authority of the Officers so long as all attendees can simultaneously hear each other and participate during the meeting.
ARTICLE EIGHT: Finances
Section 1: Fiscal Year. The fiscal year of Parent Council begins July 1 and ends June 30 of the following year.
Section 2: Dues. Dues shall be solicited from PTOs on an annual basis to further the mission of Parent Council and to support its efforts to promote quality education within Albemarle County.
Section 3: Bank Account. All funds shall be kept in a checking account in the name of Parent Council, requiring two signatures of the elected Officers and held at a local financial institution.
Section 4: Records. The Officer with Treasurer responsibilities shall maintain all financial records and report financial activity to the members at meetings.
Section 5: No Private Benefit. No part of the net earnings of Parent Council shall inure to the benefit of, or be distributable to its members, Officers, or other private persons, except that Parent Council 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 Article One hereof.
ARTICLE NINE: Amendments
Section 1: Process. Amendments to these ByLaws may be proposed by any Parent Council member. Amendments presented at a Parent Council meeting shall be considered for voting at a subsequent meeting. The required notice of the date and time of the subsequent meeting (given to members at least one week in advance of the meeting) shall indicate that the meeting will include voting on a proposed amendment to the ByLaws. Two-thirds (2/3) approval of all members present and voting is required to adopt an amendment to the ByLaws.
Section 2: Effective Date. Except as otherwise provided in the amendment, amendments to these ByLaws shall become effective at the start of the new Parent Council fiscal year.
ARTICLE TEN: Dissolution
Section 1: Inactivity. In the event that the officer positions of President and Secretary of Parent Council cannot be filled, Parent Council shall be considered inactive until such time as these two officer positions are filled. Once active these ByLaws shall govern.
Section 2: Process. Any dissolution of Parent Council and termination of its affairs shall take place in the following manner:
The Executive Board shall adopt a written resolution recommending that Parent Council be dissolved and directing that the question of such dissolution be submitted to a vote at a Special Meeting at which secret ballots will be collected.
Written notice must be provided to each school and constituent organization from which members are derived at least thirty (30) days prior to the date of meeting. Such meeting may only be held during the academic school year.
Only the voting body of Parent Council on the date of adoption of the resolutions and who continue to be in the voting body on the date of the Special Meeting shall be entitled to vote on dissolution.
The affirmative vote by at least two-thirds (⅔) of those with voting rights is required to approve the dissolution.
Section 3: Fund Distribution. In the event of dissolution of Parent Council, any funds remaining shall be donated to a nonprofit organization selected by the Superintendent judged to be aligned with Parent Council’s mission.
ARTICLE ELEVEN: Parliamentary Authority
The authority for this organization shall be Robert’s Rules of Order Newly Revised.
ARTICLE TWELVE: Application The foregoing Parent Council ByLaws supersede any and all bylaws previously adopted, and shall be applied as the sole and exclusive bylaws of this council.