BYLAWS

 

 

Mission Statement

 

“Staff, Students, and Parents Working Together as One”

 

Purpose

 

The Advisory Council will represent and assess the needs of the Potomac Middle School community and staff and develop a school plan consistent with the school’s philosophy and objectives. It shall also modify and develop those statements whenever necessary. The emphasis of the Council should be on planning, budget, and evaluation.

 

Membership

 

All council members shall be filled by volunteers. The voting membership shall total no more than the number of council members:

 

No more than eight staff representatives (not including the principal) comprising comprehensive representation of responsibilities within the school. Staff can include administrative, certificated, or classified.

 

No more than eight parents will be selected by the principal that represent the school community. If more than eight people volunteer from the community, selection will be made by random draw.

 

Two student representatives may be added at the discretion of the council.

 

Tenure

 

Each voting Council member will serve two-year terms. New members joining the Council in even years will rotate off the next even year. New members joining the Council in odd years will rotate off the next odd year. The principal may determine that advisory members serve another term. Council members must turn in a written resignation for termination of membership before the two-year term is over. Members not able to attend a scheduled meeting should notify the chairperson or principal prior to the meeting. The Council may terminate any member missing two consecutive scheduled meetings without prior written notification to the chairperson or principal. All terminations shall be in writing. A replacement will be sought in that member’s constituency and selected by the same process as the resigning member. A replacement member will serve until the end of the unexpired term. Vacancies will be advertised in the PotomacMiddle School newsletter. A council member may apply for a leave of absence based on hardship. This leave of absence will be approved by the chairperson and principal.

 

Selection of New Council Members

 

Staff Representatives (No more than 8)

Volunteers meeting criteria outlined in Membership will be sought.

 

Parent/Community Representatives (No more than 8)

Volunteers meeting criteria outlined in Membership will be sought.

 

Volunteers meeting criteria outlined in Membership will be sought.

 

Officer Selection

 

The Potomac Middle Principal’s Advisory Council Officers shall be the Chairperson, Vice Chairperson, and the Secretary. These positions shall be filled during the first meeting each school year. The principal shall appoint the Chairperson. The Vice Chairperson and Secretary shall be elected from the members at large.

 

Replacement of Officers

 

An election shall be held to replace any officer, other than the chairperson, who must resign before the completion of his/her term. A replacement officer will serve the unexpired term. Removal from office will be based on lack of attendance (two meetings without notification), conflict of interest, or moving out of the Potomac community.

 

Duties of Officers

 

Chairperson – The Chairperson shall preside at all meetings and have general supervision of the affairs of the Council. The chairperson, along with Council members, will prepare the agenda and share its contents with the principal one week prior to the meeting date.

 

Vice Chairperson – The Vice Chairperson will exercise all functions in the absence of the Chairperson. The Vice Chairperson will create a phone tree, keep attendance, and coordinate council training.

 

Secretary – The Secretary will keep minutes of each meeting and provide a copy of summary minutes to all members within one week of the meeting. The secretary will maintain an up-to-date membership list. The secretary will respond in writing to citizen concerns and any other correspondence designated by the chairperson within two weeks. Establish a council notebook to be maintained in the library.

 

Committees

 

Committees provide a vehicle for meeting the needs of the school community. Committees will be established as needed to gather representative opinions and information, formulate proposals, and generate as much community involvement as possible. Committee chairpersons shall be chosen from the voting members of the Council by the chairperson. Committee meeting shall be open to everyone. Non-members may address any committee in its open chair. There will be an annual review of the bylaws will be established yearly at the first meeting. The committee, chaired by the Vice Chairperson, will give its presentation at the December meeting. Voting on proposed changes will take place at the February meeting.

 

Meetings

 

The Potomac Middle School Principal’s Advisory Council shall meet the third Wednesday of each month, October, December, February, and April (except June, July, August and September) at 5:00 p.m. in the school library. The meeting will last no more than two hours. The minutes will reflect the date and time of any additional scheduled meetings. If it is necessary to call an unscheduled meeting, members shall be notified by phone or e-mail a week in advance whenever possible. Times and date of such meetings will be posted in the school library and on the website.

 

Discussion and votes may take place at all meetings by any member present. No quorum is necessary to conduct the business of the committee.
 

Agenda

 

A tentative agenda for the next meeting will be prepared at the end of each meeting by the Council members. A copy of the final agenda, determined by the Chairperson, Vice Chairperson and the Principal, shall be distributed to each Council member at least one day prior to the next meeting if possible.

 

Open Chair

 

Anyone who is interested may attend council meetings. The Chairperson will recognize and assign a speaking time to those who have signed in. The first 15 minutes of each meeting may be designated as open chair. An extended open chair may be included in the agenda at the discretion of the chairperson. The committee will not formally respond to issues at that time; however, the principal may respond informally. Each individual may have three minutes to bring concerns.

 

The same individual cannot bring the same concern to the council meeting more than two times within a school year.

 

The Council, or a designated member, will respond to open chair speakers in writing, if necessary, and a copy of that response will be filed in the Council notebook and forwarded to all members at least one week prior to the next meeting.

 

Decision Making

 

Issue decisions of the Council will be based on consensus whenever possible. In the event the chairperson of the Council determines that consensus is not possible or practical, a vote will be taken which will require a majority vote for acceptance. Major issues will be decided on no sooner than the meeting following their introduction.

 

Training

 

Between the time new members are selected and first scheduled meeting of the new year, at least one orientation session will be scheduled. Outgoing officers may serve as trainers during the transition. Specific training materials and ideas will be maintained by the vice chairperson. An annual refresher on important tools and techniques will be scheduled early in the new council year.

Amendments

 

Amendments may be introduced and discussed at a meeting and may be voted upon no sooner that the next meeting. A majority vote of the council members will be necessary for the amendment to be added to the bylaws.

 

Communications

 

Communication with the entire community is essential. All minutes, agenda and by laws will be posted to the website and suggestions may be emailed to the chairperson of the council.

 

One member will represent the council at all PTSO Board meetings and the position may be rotated among the membership.