Bylaws & Standing Rules

The name of this organization shall be Monte Gardens Parents Club (MGPC).

The purpose of MGPC is to support the educational and extracurricular activities of Monte Gardens Elementary School, promote communication and cooperation between parents and teachers, and enhance the learning environment for all students.

Membership in MGPC shall be open to all parents, guardians, and legal representatives of students attending Monte Gardens Elementary School, as well as faculty and staff members of the school.

The Executive Board shall announce per-household fundraising goals for general membership on an annual basis.

Members shall have the right to attend all MGPC meetings, participate in discussions, vote on matters brought before the membership, and hold office.

The officers of MGPC shall be as follows:

• (a)President
• (b)Vice President
• (c)Treasurer
• (d)Secretary
• (e)Parliamentarian
• (f)Director of Fundraising
• (g)Director of Membership & Communication
• (h)Two Members at Large (appointed by the Board President)
• (i)Hospitality

The school and district-affiliated positions shall be as follows:

• (a)School Administrator, who shall attend but not have voting privileges in Executive Board and General Meetings.
• (b)A Teacher Representative, who is encouraged to attend and shall have voting privileges in both Executive Board and General Meetings.

All Officers of the Executive Board shall coordinate and collaborate with their predecessor and successor for clean year-to-year transitions. These collaboration sessions are to be scheduled and held no later than the end of each May following the appointment of the subsequent year’s Executive Board. Efforts undertaken during the year shall be memorialized over the course of the year and stored in Board-designated cloud storage for future reference. In position-specific terms, the duties highlighted below are not all inclusive:

• (a)President:
  • a.Preside over all meetings of MGPC and Executive Board.
  • b.Coordinate the activities of MGPC.
  • c.Serve as the official representative of MGPC.
• (b)Vice President:
  • a.Assist the President in carrying out their duties.
  • b.Assume the duties of the President in their absence.
  • c.Perform other tasks assigned by the President.
• (c)Treasurer:
  • a.Oversee the financial affairs of MGPC.
  • b.Maintain accurate records of all financial transactions.
  • c.Prepare financial reports, including annual tax and regulatory filings, and present them at MGPC meetings.
• (d)Secretary:
  • a.Keep accurate minutes of all MGPC and Executive Board meetings.
  • b.Maintain a record of all correspondence.
  • c.Prepare and distribute meeting agendas and minutes.
• (e)Parliamentarian:
  • a.Advise MGPC on matters of parliamentary procedure.
  • b.Ensure that meetings are conducted according to proper rules of order.
  • c.Provide guidance on the interpretation of the bylaws.
• (f)Director of Fundraising:
  • a.Coordinate and oversee all fundraising activities of MGPC.
  • b.Work with committees to plan and execute fundraising events.
  • c.Keep records of fundraising activities.
• (g)Director of Membership & Communication:
  • a.Promote and increase awareness of MGPC.
  • b.Communicate relevant information to MGPC membership.
  • c.Maintain MGPC website and other communication channels.
• (h)Members at Large:
  • a.Shall be appointed by the President.
  • b.Participate in discussions and decision-making processes.
  • c.Assist other officers as assigned.
  • d.Take on special projects or committees as assigned.
• (i)Hospitality:
  • a.MGPC’s liaison to help foster a welcoming and inclusive environment within the school community.
  • b.Lead the Hospitality Committee in collaboration with volunteers to plan and execute events such as parent socials, staff appreciation activities, and community engagement initiatives.
  • c.Help coordinate event logistics, communication with volunteers and participants, and prepare event-related materials.
  • d.Attend all MGPC General and Executive Board meetings.
• (j)School Administrator:
  • a.Act as a liaison between the district administration and the Board.
• (k)Teacher Representative:
  • a.Act as a liaison between the teachers and the Board.

Officers shall serve for a term of one year, starting on July 1 and ending on June 30 of the following year. Officers have a lifetime cap not to exceed two terms, consecutive or otherwise, in the same office.

Elections for officer positions shall be held annually, by the end of April, and conducted by a Nominating Committee appointed by the Board President. Nominations may also be accepted prior to the election from the floor in the April General Meeting.

In the event of a vacancy in any officer position, the Executive Board shall appoint a qualified member to fill the vacancy for the remainder of the term. Under no condition may an elected or appointed officer serve more than one office at a time.

MGPC may establish committees as needed to support its objectives. Committees shall be formed by the President or the Executive Board.

Each committee shall have a defined purpose and responsibilities outlined by the President or the Executive Board. Committee chairs shall be appointed by the President or as determined by the Executive Board.

The Treasurer, in collaboration with the Executive Board, shall develop an annual budget for approval by MGPC membership. The budget shall outline anticipated revenues, expenses, and allocations for specific programs and activities.

The Treasurer shall establish clear guidelines and procedures for the reimbursement of expenses incurred by members on behalf of MGPC. Reimbursements shall be made in accordance with the approved budget and documented receipts.

The Treasurer shall prepare and present regular financial reports at MGPC meetings. The reports shall include a summary of income, expenses, account balances, and other relevant financial information.

All officers and committee members shall disclose any potential conflicts of interest that may arise in relation to their duties or decision-making processes within MGPC. Such disclosures shall be made in writing to the Executive Board.

In the event of a conflict of interest, the affected individual shall abstain from participating in related discussions or voting. The Executive Board shall assess and determine the appropriate course of action to ensure the best interests of MGPC are upheld.

Members are encouraged to attend all MGPC meetings and actively participate in discussions and decision-making processes. Regular attendance helps promote collaboration and effective communication among members.

Members shall adhere to a code of conduct that fosters a respectful and inclusive environment within MGPC. Disruptive or disrespectful behavior may result in the member's exclusion from meetings or other MGPC activities.

The Executive Board of MGPC shall on an academic year basis establish the frequency and schedule of General Meetings. The Executive Board will publish the academic year’s General Meeting schedule no later than the first General Meeting of an academic year. General Meetings shall serve to offer updates on MGPC activities, engage in discussions on pertinent topics, provide educational resources, and facilitate member participation and voting on crucial matters.

Special meetings may be called by the President or the Executive Board. The purpose of special meetings is to address specific matters that require immediate attention or cannot wait until the next General Meeting. Adequate notice of special meetings shall be provided to the membership.

A quorum for general and special meetings shall consist of the members present. A quorum for meetings of the Executive Board shall be a minimum of 5 Officers to conduct official business and make binding decisions.

Notice of all general, annual, and special meetings shall be provided to the membership at least 24 hours prior to the meeting date. The notice shall include the meeting agenda, date, time, location, and any supporting documents.

Voting on matters brought before the membership shall be done based on the telephonic, online, or in-person location of the meeting. Telephonic meeting votes will be done by verbal poll. In-person meeting votes will be done by a show of hands. Online meeting votes will be done by one of text-based responses or electronic vote submission. A simple majority of the members present and voting shall decide most matters, unless otherwise specified in these bylaws.

Meetings shall be conducted in accordance with Robert's Rules of Order (latest edition), unless otherwise specified in these bylaws or decided by MGPC membership.

Accurate minutes shall be kept for all general and special meetings. The Secretary or an assigned designee shall be responsible for recording the minutes, which shall include the date, time, location of the meeting, attendees, a summary of discussions, decisions made, and any actions required. The minutes shall be made available to the membership upon request.

MGPC shall establish guidelines for planning and executing events. Considerations such as safety measures, event approval procedures, volunteer coordination, and event evaluation shall be included in the guidelines.

Event proposals shall be submitted to the Executive Board for approval. The Executive Board shall assess proposed events based on their alignment with MGPC's objectives, available resources, and potential benefits to the Monte Gardens Elementary community.

An officer may be removed from their position for just cause, including but not limited to:

• (a)Failure to fulfill their duties and responsibilities as outlined in the bylaws.
• (b)Misconduct or unethical behavior.
• (c)Violation of MGPC's code of conduct.
• (d)Any action that brings disrepute to MGPC.

• (1)A motion for removal must be submitted in writing to the Executive Board, stating the grounds for removal and providing supporting evidence.
• (2)The Executive Board shall review the motion and evidence, and if deemed necessary, conduct an investigation.
• (3)If the investigation supports the grounds for removal, a special meeting shall be called to vote on the removal.
• (4)A two-thirds majority vote of the members present at the special meeting is required for the removal of an officer.
• (5)The officer in question shall be given an opportunity to present their case before the vote takes place.

These bylaws may be amended by a two-thirds majority vote of the members present at any General Meeting. Proposed amendments shall be submitted in writing at least 15 days prior to the meeting at which they will be considered.

Notice of proposed amendments shall be given to the membership at least 15 days prior to the meeting.

MGPC shall maintain records and documentation in accordance with applicable legal requirements and best practices. Record retention periods shall be determined based on the nature of the records and any applicable laws or regulations.

Records shall be stored securely and made accessible to authorized individuals within MGPC as necessary. MGPC may establish guidelines regarding access to records and designate responsible individuals for record management.

The Standing Rules provide additional rules and procedures that complement the bylaws and govern specific activities, events, or committees within MGPC. Standing Rules may be established, amended, or rescinded by a majority vote of the Executive Board, subject to ratification by the general membership. Standing Rules remain in effect until rescinded or amended.

Proposed Standing Rules or amendments to existing Standing Rules shall be presented to the Executive Board for review and discussion. The Executive Board shall notify the general membership of the proposed Standing Rules or amendments at least 15 days prior to the meeting where they will be considered. Adoption or amendment of Standing Rules shall require a majority vote of the Executive Board, followed by ratification by a majority vote of the members present at a General Meeting.

The following are illustrative examples of areas where Standing Rules may be established:

• (a)Committee Procedures: Procedures governing the formation, responsibilities, and functioning of MGPC committees, including appointment or election processes, meeting schedules, and reporting requirements.
• (b)Event Guidelines: Guidelines for organizing and conducting specific events, such as fundraisers, social activities, or educational programs. This may include details on planning, budgeting, volunteer coordination, and event evaluation.
• (c)Financial Procedures: Additional guidelines related to financial practices, such as expense reimbursement, budget allocation, cash handling, auditing processes, or guidelines for discretionary spending.
• (d)Membership Benefits: Guidelines outlining any special benefits, privileges, or discounts available to MGPC members, including access to resources, services, or partnerships.
• (e)Communication Protocols: Procedures for effective communication within MGPC, including guidelines for official correspondence, use of MGPC communication channels, social media policies, or guidelines for respectful and inclusive online discussions.

The Executive Board shall no less than annually review the Standing Rules to ensure their continued relevance and effectiveness. Amendments or rescission of Standing Rules may be proposed by any MGPC member and shall follow the same adoption or amendment process as outlined in Section 2.

MGPC affirms its commitment to equal opportunity and prohibits discrimination on the basis of race, color, religion, gender, sexual orientation, national origin, age, or any other protected characteristic as defined by applicable law. MGPC shall strive to create an inclusive and welcoming environment for all members.

MGPC shall adhere to all applicable federal, state, and local laws and regulations regarding non-discrimination. These bylaws were approved and adopted by Monte Gardens Parents Club on October 16, 2025.

Standing Rules of Monte Gardens Parents Club (MGPC), effective October 2024, serve as supplementary guidelines and procedures that complement the bylaws of the organization. These rules are specifically designed to enhance the organizational structure, clarify procedures, and address specific areas not covered in the bylaws. As a living document, Standing Rules are subject to periodic review and amendment to ensure the smooth operation and adaptability of MGPC. These rules supersede all previous iterations.

• (a)A minimum of 7 General Meetings will be held at 6:30 PM on the second Wednesday of the months of September, October, November, December, January, February, March, April, and May.
• (b)General Meetings will be held online via an audiovisual conference service.

• (a)An Executive Board member may not miss more than two regular scheduled Executive Board or General Membership meetings (in-person or online) in a single academic year. In the event that more than two meetings are missed, or there is a life-changing circumstance, a discussion will take place with said Executive Board member and the President (or Vice President in lieu).

• (a)Each Monte Gardens household is encouraged to make a direct contribution of $225 per year to Monte Gardens Parents Club.
• (b)This per-household fundraising goal aims to ensure financial stability and enable Monte Gardens Parents Club to provide valuable resources and programs for the benefit of all students.
• (c)Households may contribute the $225 through online donations, electronic debit contributions, or other designated fundraising campaigns facilitated by the Parents Club.
• (d)Monte Gardens Parents Club has set a school-wide donation goal of $120,000 for the July 1 through June 30 fiscal year.
• (e)The school-wide goal encompasses collective fundraising efforts and aims to provide essential resources and support to benefit all students at Monte Gardens Elementary School.
• (f)Progress towards meeting the school-wide goal shall be regularly communicated to the membership, along with updates on fundraising activities and achievements.

• (a)The Treasurer shall maintain accurate financial records and adhere to sound financial practices.
• (b)The Treasurer with the assistance of the Finance Committee shall oversee the timely, accurate submission of regulatory filings including but not exclusive to tax returns, annual information updates to state regulatory agencies, and all other submissions necessary to ensure compliant operation of Monte Gardens Parents Club.
• (c)Reimbursement of expenses shall be handled promptly in accordance with established guidelines and documented with receipts.
• (d)An annual financial audit shall be conducted by the Finance Committee in collaboration with the Treasurer.

• (a)Discretionary Spending
  • a.Discretionary spending refers to the allocation of funds for unforeseen or urgent needs not covered by the approved budget.
  • b.Requests for discretionary spending must be submitted to the Executive Board in writing, outlining the purpose, estimated cost, and justification for the expense.
  • c.The Executive Board shall review and vote on each discretionary spending request, ensuring that it aligns with the organization's goals and financial sustainability.
  • d.The Executive Board may approve discretionary spending up to the lower of the requested amount or $1,000 for each request not listed in the approved budget, encompassing all related expenses. For instance, if an unforeseen opportunity arises to bring in a guest speaker who can provide valuable insights and educational experiences to students, the Executive Board may approve discretionary spending of up to the lower of $1,000 or the actual cost required to cover eligible expenses, including room and board, travel, and necessary educational supplies.
  • e.All discretionary spending transactions shall be documented and reported to the Treasurer for proper record-keeping and financial transparency.
• (b)Budgetary Spending
  • a.Budgeted spending refers to funds allocated for various purposes and activities as specified in the fiscal year budget approved by the general membership.
  • b.The Executive Board is authorized to spend up to the maximum amount allocated for each line item in the approved budget.
  • c.If there is a need to exceed the defined maximums for any line item, spending in excess of the budgeted amount must be approved by simple vote majority of the general membership before any allocation of additional funds can take place.
• (c)The Executive Board shall periodically review the spending policy to ensure its effectiveness and make adjustments as necessary.

• (a)Monte Gardens Parents Club may establish various committees to support its objectives and programs. The formation, responsibilities, and functioning of committees shall be determined by the Executive Board.
• (b)Committee chairs shall be appointed by the President or as designated by the Executive Board.
• (c)Committee meetings shall be held regularly as determined by the committee chair and in accordance with the needs of the committee's assigned tasks.

• (a)Monte Gardens Parents Club shall organize and conduct various events throughout the year to support fundraising, social activities, and educational programs.
• (b)Event planning shall include budgeting, coordination of volunteers, securing necessary permits, and adhering to safety guidelines.
• (c)The Committee responsible for the event shall collaborate with the Executive Board Vice President and be responsible for developing detailed event plans, setting timelines, and ensuring adequate communication with volunteers and participants.

• (a)Members of Monte Gardens Parents Club shall have access to various benefits and privileges, including:
  • a.Discounts or special offers from local businesses or partners.
  • b.Access to educational resources and programs organized by the Parents Club.
• (b)The Membership & Communication Committee shall regularly communicate these benefits and privileges to the membership.

• (a)Official correspondence from Monte Gardens Parents Club shall be conducted via approved channels, including email, newsletters, and social media platforms.
• (b)Monte Gardens Parents Club social network platform and website shall serve as the primary online platforms for sharing information, announcements, and updates.
• (c)All communication shall be conducted respectfully and in compliance with the organization's code of conduct.