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Constitution & Bylaws - 2021/2022

Article I. NAME

The name of this organization is the Lucas Valley Elementary Home & School Club, hereafter referred to as LVEHSC.

 

Article II. PURPOSE

The purpose of this club is:

  1. To develop and facilitate positive growth skills to all Lucas Valley Elementary School students for both the school and community.

  2. Support the Principal and staff by identifying, promoting and incorporating the tools necessary to meet our mutual goals set to benefit the entire student body of Lucas Valley Elementary School. 

  3. LVEHSC is non-commercial, non-sectarian and non-partisan. No candidate may be endorsed by it and commercial enterprises or ballot proposals may only be endorsed when such enterprises or ballot proposals directly contribute or aid, with no personal gain, to educational programs and opportunities for the students of Lucas Valley Elementary School.

 

Article III. MEMBERSHIP AND DUES

  1. All parents and/or legal caregivers of currently enrolled Lucas Valley Elementary School students and all current Lucas Valley Elementary School Staff members will be voting members of the LVEHSC.

  2. There will be no dues for members of the LVEHSC.

 

Article IV. OFFICERS & ELECTIONS

  1. Executive Board: An office may be shared equally by two or more LVEHSC members, each entitled to one vote. Staff members are eligible to hold office. The executive officers of the LVEHSC shall be:

    1. President

    2. Vice/Co-President

    3. Treasurer

    4. Financial Secretary

    5. Secretary

    6. Diversity Equity & Inclusion Director

    7. Social Media Director

    8. LVE Principal

  2. Nominations: The Executive Board serves as a nominating committee. The principal of the school, or representative appointed by him/her, shall serve in an advisory capacity. At the February meeting of the LVEHSC, the Executive Board will determine the open Executive Board positions for the following school year. The Executive Board openings will be posted to the entire membership following the February meeting.

  3. The nominating committee reports the names of its nominees to the membership at the March meeting. Following the report of the nominating committee, an opportunity shall be given for nominations from the floor.

  4. The consent of each nominee must be obtained before the name of each candidate is placed on the ballot.

  5. Election of new Board members takes place at the April or May general meeting. If there is only one (1) candidate for an office, no election is necessary. If there is more than one (1) candidate for an office, a paper ballot will be prepared and issued for vote at the general meeting.

  6. Executive Officers serve for a term of two (2) years. No officer is eligible for the same office for more than one (1) term, with the exception of the Treasurer. Treasurers may serve two (2) terms to ensure accounting continuity and record keeping accuracy. In the event a successor cannot be found for a specific office, the incumbent may serve an additional term, either one year or two years. Vacancies in any office may be filled by the Executive Board. Officers shall assume their duties in the last general meeting of the school year (May or June).

 

Article V. DUTIES OF ELECTED OFFICERS 

  1.  President - The President presides over all meetings of the LVEHSC and Executive Board. They may perform additional duties as prescribed in the bylaws or assigned by the Executive Board or Principal. The President coordinates the work of the officers and committees of the LVEHSC to promote its objectives, as well as having the authority to call for majority vote of the Executive Board as necessary to conduct the business of the organization. The President serves on the Miller Creek School District’s Coordinating Council.

  2. The Vice/Co-President shall act as membership chair and as an aide to the President and in his/her absence shall perform the duties of the President. The Vice President shall act as an aide to the President and in his/her absence shall perform the duties of the President. The Vice/Co-President shall act as a fundraising chair.

  3. Treasurer - The LVEHSC Treasurer keeps an accurate record of receipts and expenditures; pays invoices in accordance with the approved budget as authorized by LVEHSC and is responsible, along with the Executive Board, for the preparation and publication of an annual budget. The Treasurer is responsible for the maintenance of all books, bank accounts and records as needed by LVEHSC. A financial report is provided at each meeting, with a detailed report provided at the beginning and end of each school year. The Treasurer, Principal and President determine check payment procedures. Given considerations to the accounting system used, the Treasurer and President arrange for periodic audits by an independent source as necessary.

    1.  As necessary, the Treasurer assists the outside CPA with preparation of the LVEHSC tax return, currently due November 15 of the tax year. The financial accounts’ signature documents are to be changed, with necessary resolutions and paperwork required by the financial institution, where accounts are in custody. These updates will take place by month's end, every year, in June, or when a new Treasurer is elected, whichever is sooner.

  4. Financial Secretary - The financial secretary shall keep an accurate record of all receipts and expenditures. Additional duties include payment of invoices in accordance with the approved budget as authorised by the LVEHSC. The Financial secretary shall also assist the Treasurer in keeping an accurate record of all transactions.

  5. Secretary - The Secretary shall keep an accurate record of the proceedings of all meetings of the Association and Executive Board, shall be prepared to refer to minutes of previous meetings, shall provide a copy of each meeting's minutes to the Executive Board members within 2 days of the meeting, and shall handle all other correspondence for LVEHSC. After the minutes are approved, either by e-mail vote or at the next meeting, the minutes will be made available to the general membership by posting on the Lucas Valley Elementary School website.

  6. Diversity, Equity and Inclusion Liaison- The Diversity, Equity and Inclusion liaison is focused on celebrating diversity and bringing educational programming to the school community to increase cultural awareness and examine biases. The DEI liaison will ensure that the LVEHSC promotes an inclusive school culture that honors our differences

  7. Social Media Director is focused on marketing the LVEHSC message across all social and email channels. They will work closely with the DEI director on an inclusive messaging, and will provide regular engagement reports to the LVEHSC Board.

 

Article VI. GENERAL MEMBERSHIP MEETINGS

  1. All LVEHSC meetings are open to the general membership and are held a minimum of four times during the school year at a time agreed upon by the Executive Board.

  2. All meetings are held at Lucas Valley Elementary School unless otherwise designated by the general membership.

  3. The privileges of holding office, making motions and voting is limited to the members of LVEHSC only.

  4. Two (2) members of the general LVEHSC membership, four (4) elected officers, and the Principal constitute a quorum for the transaction of business in any meeting of the association.

  5.  Members who wish to add an item to the agenda of a general meeting must contact an Executive Board member at least two (2) weeks prior to the monthly meeting.

  6. All LVEHSC Board meetings and LVEHSC public meetings must follow the rules of parliamentary procedure and are conducted with adherence to a set of agreed upon guidelines and group “norms”.

 

Article VII. EXECUTIVE BOARD

  1. The Executive Board consists of the President, Vice/Co-President, Treasurer, Financial Secretary, Secretary, Diversity, Equity and Inclusion Liaison, Social Media Director, & the LVE Principal. Other than the Principal, the members of the Executive Board serve for two years, or until their successors take office, whichever is longer.

  2. Duties of the Executive Board

    1. To transact necessary business in the time periods between general meetings and other such business as it may be referred to by the LVEHSC. All board members are required to attend an Executive Board meeting a minimum of once per month, or as needed, prior to the public LVEHSC meeting.

    2. To recommend the creation and dissolution of standing committees.

    3. To oversee the activity of standing committees.

    4. To present the agenda for each general meetings of LVEHSC

    5. To fill any vacancy in any office including the Presidency by appointment.

    6. To accept and submit to LVEHSC an annual budget for the school year.

    7. To approve bills and invoices within the limits of the budget.

  3. A majority of the Executive Board constitutes a quorum. Any board member who misses three (3) meetings (Executive Board or General LVEHSC meetings) in a school year, without prior permission, will be asked to consult with the Principal about finding a replacement board member.

  4. The Board shall ensure all fundraisers at Lucas Valley Elementary School benefit the whole school and not an individual.

  5. The Board is directly responsible to the LVEHSC and shall not act in conflict with the board’s purpose.

 

Article VIII. FINANCE

  1. LVEHSC raises funds as necessary to carry out its objectives, with all such money being deposited in a general fund held by LVEHSC.

  2. A budget of proposed expenditures, including estimated normal operating expenses, are submitted in writing by the Executive Board to the general membership and are approved or amended at a general meeting by a simple majority of members present. In preparing a budget, the Executive Board requests recommendations from administrators, teachers, committees and parents.

  3. Budgeted money may be expended with the authorization of the Executive Board.

  4. The budget will also include a “Reserve” amount of $15,000 which will not be accessible to the group unless approved unanimously by an emergency fund vote at a general membership meeting.

  5. Any amendments or deviations from the budget exceeding $1,000 must be approved at a general membership meeting.

  6. Upon the dissolution of the LVEHSC, after paying or adequately providing for the debts and obligations of the LVEHSC, the remaining assets shall be distributed to a non-profit fund, which has established its tax-exempt status under section 501 (c) (3) of the IRS Code.

 

Article IX. RULES OF ORDER

  1. The rules contained in Robert's Rules of Order; Newly Revised, shall govern this Association in all cases in which they are applicable and not inconsistent with these by laws.

 

Article X AMENDMENTS 

  1. These Bylaws may be amended by a simple majority at any general membership meeting. Notice of the proposed change(s) must be given to the membership at least two (2) weeks prior to being placed on the agenda for discussion. The proposed amendment(s) will then be voted on at the following general membership meeting.

 

Article XI. COMMITTEES 

  1. The purpose of any committee must be consistent with the purpose of the LVEHSC as outlined in Article II.

  2. General members wishing to form a committee must submit a written proposal of intent, including a detailed budget request (if applicable) to the Executive Board for approval. General members wishing to dissolve a committee are required to submit a written proposal to the Executive Board.

  3. Upon approval, the Executive Board requires the proposed committee to present its proposal at the next membership meeting.

  4. A motion to approve the committee is then made at the next consecutive membership meeting.

  5.  All committee chairs are required to submit a verbal or written monthly update of any activity of their committee to the President prior to each general meeting for discussion at the meeting as needed.

  6. All funded committees are required to submit a budget request for the following year, if necessary, on or before March 1st. This budget figure will be used to form the LVEHSC budget for the following school year.

  7. No individual committee shall raise funds without the approval of the Executive Board, following a submission of a written proposal to raise such funds. Any excess funds not used revert to the general fund at the end of the fiscal year. The Executive Board will make recommendations regarding any unused carryover funds.

  8. All committee chairs are required to submit any changes to the current work plan of their committee to the Executive Board for approval. Any substantial changes to this plan during the year are submitted to the board for its approval.

 

Article XII. STANDING RULES 

A copy of the Bylaws shall be given to all Executive Board members at the beginning of their term in office. Copies of the by-laws are made available to each member of the LVEHSC.

  1. A copy of the by-laws are posted on the Lucas Valley Elementary School website.

  2. A meeting of the officers-elect is called by the President-elect in order to make plans for the upcoming program and budget. A member of the outgoing Executive Board, to be decided on by said Board, may attend the meeting in an advisory capacity only.

  3. The budget year is concurrent with the membership year, July 1st - June 30th. On June 30, all money allocated but not expended, including monies allocated to the classroom accounts, revert to the general fund with the exception of money authorized for normal operating expenses.

  4. Should a motion be made affecting school policy, the President must table the motion. Should a simple majority of the membership present favor a review, the President will appoint a three (3) member committee to review the merits of the motion and report its findings at the next general meeting.

 

Article XIV. LIABILITY & INDEMNITY 

  1. No Personal Liability. No officer or agent of the LVEHSC shall be personally liable for the debt, liabilities or obligations of the LVEHSC.

  2. Covered Persons Not Liable. No officer or agent of the LVEHSC (collectively, the “Covered Persons”), shall be liable to the LVEHSC or any other person who has an interest or claim against the LVEHSC for any loss, damage, or claim incurred by reason or any act or omission performed or omitted by such Covered Person in good faith on behalf of the LVEHSC and in a manner reasonably believed to be within the scope of authority conferred on such Covered Person by these Bylaws, the LVEHSC Articles of Incorporation, or applicable law.

  3.  Indemnity. To the fullest extent permitted by law, the LVEHSC shall indemnify its officers and other persons as described in California Corporations Code Section 5238(a), including persons formerly occupying any such positions, against all expenses, judgments, fines, settlements, and other amounts actually and reasonably incurred by such persons in connection with any “proceeding,” as that term is used in that section, and including an action by or in the right of the LVEHSC, by reason of the fact that the person is or was a person described in that section. “Expenses,” as used in this Section (XIV(A)) shall have the same meaning as in the above referenced section of the California Corporations Code.

  4. Insurance. The LVEHSC has the right to purchase and maintain insurance to the full extent permitted by these Bylaws on behalf of its officers and agents to cover any liability asserted against or incurred by any officer or agent in such capacity arising from the officer’s or agent’s status as such.