POEC Bylaws

Syracuse Arts Academy

Parent Organization of Events and Community Bylaws

Updated 10/13/2016

Article 1 - Name of Organization

Syracuse Arts Academy Parent Organization of Events and Community, also known as SAA POEC, Parent Organization, and henceforth referred to as POEC. For clarification purposes: Syracuse Arts Academy will henceforth be referred to as "SAA". All three schools shall be served by one POEC. 

Article 2 - Object of Organization

The POEC is organized for the purpose of supporting the education of children at Syracuse Arts Academy by fostering relationships among the school, parents and teachers. The main focus of fostering these relationships is by organizing volunteers to fulfill the mission and vision of SAA, implement extracurricular activities, act as liaison between Syracuse Arts Academy and SAA Board of Directors, and Families of students enrolled at SAA and to raise funds to support these venues. 

Article 3 - Membership

Section 1 - Members

Any parent, legal guardian, or other adult standing in loco parentis for a students attending SAA may be a member and shall have voting rights. The principal and any teacher employed at the school may be a member, but will not have voting rights unless they are a parent, legal guardian or other adult standing in loco parentis for a student.

Article 4 - Officers: Election and Terms

Section 1 - POEC Board Positions

Officers The officers shall be a Director, Secretary, and Treasurer. These three members henceforth shall also be referred to as "Executive Members of the Presidency". A President and Vice President shall represent each school. Together, all 9 members will be referred to as the “Presidency” as they are the governing body over the POEC.

Director The Director shall be the first point of contact for the Board of Directors. The Director shall preside over POEC meetings and POEC Presidency meetings, represent the organization at meetings outside the organization, serve as an ex officio member of all committees, and coordinate the work of all the officers and committees so that the purpose of the organization is served.

Secretary The Secretary shall keep all record of the organization, take and record minutes, prepare the agenda, handle correspondence, and send notices of meetings to the membership. The secretary also keeps a copy of the minutes book, bylaws, rules, membership list, and any other necessary supplies and brings them to meetings.

Treasurer The Treasurer shall receive all funds of the organization, keep an accurate record of receipts and expenditures, and payout funds in accordance with the approval of the POEC Presidency. He or she will present a financial statement at every meeting and at other times of the year when requested by the POEC Presidency, and make a full report at the end of the year.

Presidents The Presidents shall be the first point of contact for their school administration and assist the director with duties. Each President will serve as liaison between their school and the POEC. The President is responsible for overseeing any POEC events held at their respective campus.

Vice Presidents The Vice President will serve as the main source of communication between the POEC and the parents. They are responsible for advertising and marketing all dealings of the POEC. They will work directly with the Monthly Messages coordinator to ensure all information is correct and delivered in a timely manner. They will assist all event coordinators with any marketing needs they have.

Section 2 - Nominations and Elections

 Elections shall take place before the end of the previous school year, vote in April for service for the next school year. Voting shall be by an electronic vote. Any member interested in running for these offices is encouraged. At a minimum, a weeklong election will be held with ballots given to members through email, internet or other applicable manner. In the past surveymonkey.com has been used.

Section 3 - Eligibility

Members are eligible for office before the slate is presented. All members of the presidency must pass a background check to be eligible to serve on the POEC presidency. At anytime a background check or RATPAC comes back negative, that person is automatically disqualified and dismissed from office immediately.

Section 4 - Terms of Office

Officers are elected for one year and may serve no more than two (2) consecutive terms in the same office. Each person elected shall hold only one office at a time. A person may not run for a POEC Presidency position if his/her spouse or ex-spouse is already serving on the POEC Presidency.

Section 5 - Vacancies

If there is a vacancy in the office of Director, at the next regularly scheduled meeting there will be an election between the three Presidents to fill the office. If there is a vacancy in the office of president, that school’s vice president will fill the position of president. At the next regularly scheduled meeting a new vice president from the vacant school will be elected. If there is a vacancy in any other office, members will fill the vacancy through an election at the next regular meeting.

Section 6 - Removal From Office

At anytime a background check or RATPAC comes back negative, that person is automatically disqualified from office and removed immediately. No further action is necessary; this person is automatically ineligible to serve. Officers can be removed from office with or without cause by a two-thirds vote of those present (assuming a quorum) at a regular meeting where previous notice has been given. Resignation is effective upon written notice to the POEC, unless a future date is specified.

Section 7 - Grounds for Dismissal

Parent members who fail to attend three consecutive regular meetings of the POEC without 24 hours notice may be removed from the POEC by a 2/3 majority vote. Parents who fail to attend 5 regular meetings of the POEC within a school year may be removed from the POEC by a 2/3 majority vote. Parent members who fail to fulfill their responsibilities may be removed from the POEC by a 2/3 majority vote.

Article 5 - Meetings

Section 1 - Regular Meetings

The regular meeting of the organization shall be on the second Thursday of each month during the school year at 6:30 p.m. or at a time and place determined by the Presidency at least one month before the meeting. Meetings can be changed if needed with at least one week's notice. The annual meeting will be held at the April regular meeting. The annual meeting is for receiving reports, electing officers, and conducting other business that should arise. The secretary will notify the members of the meetings in a flyer sent home with the students at least one week prior to the meeting. The POEC shall meet monthly. Meeting dates and times shall be posted in the Back to School Newsletter for the school year. Any changes or special meetings must be posted, on school doors, at least one week in advance and should appear in monthly newsletter.

Section 2 - Special Meetings

Special meetings may be called by the director, any two members of the Presidency, or five general members submitting a written request to the secretary. Previous notice of the special meeting shall be sent to the members at least 10 days prior to the meeting, by email or phone calls.

Section 3 - Quorum

A quorum shall be at least 10 members of the organization.

Article 6 - Presidency

Section 1 - Membership

The Presidency shall consists of the officers. The POEC director, treasurer, secretary, presidents, and vice presidents make up the Presidency. The Presidency may meet between POEC meetings in a workshop form. All action for approval must take place at a regular POEC meeting. The workshops are exempt from posting the date and time of meeting.

Section 2 - Duties

The duties of the Presidency shall be to transact business between meetings in preparation for the general meeting, create standing rules and policies, create standing and temporary committees, prepare and submit a budget to the membership, approve routine bills, and prepare reports and recommendations to the membership.

Section 3 - Meetings

Regular meeting shall be held monthly. Special meetings may be called by any two Presidency members, with 24 hours notice.

Section 4 - Quorum of the Presidency

A majority of Presidency members constitutes a quorum.

Article 7 - Committees

Section 1 - Membership

Committees may consist of members and POEC members, with the director acting as an ex officio member of all committees.

Committee Chairman will be selected by the POEC member assigned to the said committee. The Chairman will then recruit parents of SAA who volunteered to serve on each committee. The POEC has the power to create other committees as needed to research and collect data and parental feedback around specific issues of concern. A chairman will be appointed by the POEC.

Section 2 - Standing Committees.

The following committees shall be held by the organization: Fundraising, Scholastic Book Fair (Literacy Events), Monthly Messages, Box Tops/Labels for Education, Red Ribbon/Spirit Week, Teacher Support, Academic Enhancement, Help Counter, Class Captains, and Student Rewards.

Section 3 - Additional Committees

The Presidency may appoint additional committees as needed.

Article 8 - Finances

Section 1. A tentative budget shall be drafted in the fall for each school year and approved by a majority vote of the members present.

Section 2. The treasurer shall keep accurate records of any disbursements, income and bank account information.

Section 3. The Presidency shall approve all expenses of the organization.

Section 4. Two authorized signatures shall be required on each check. If the check is for a Presidency member that member cannot be one of the authorized signatures. Authorized signers on the POEC bank account shall be the president, secretary and treasurer. The entire Presidency shall be the only people approved to handle money. Money shall be considered cash, checks, credit cards or any other form of payment as to protect parent volunteers from accusations of mishandling of money. Before handling money, each is required to have a background check when placed in office, failure to pass background check is automatic dismissal from office.

Section 5. The treasurer shall prepare a financial statement at the end of the year, to be reviewed by the Presidency.

Section 6. Upon the dissolution of the organization, any remaining funds should be used to pay any outstanding bills and, with the membership's approval, spent for the benefit of the school.

Section 7. The fiscal year shall coordinate with the school year. 

Article 9 - Parliamentary Authority

Robert's Rules of Order Newly Revised shall govern meetings when they are not in conflict with the organization's bylaws. The POEC shall operate under these rules of order.

Article 10 - Standing Rules

Standing rules may be approved by the Presidency, and the secretary shall keep a record of the standing rules for future reference.

Article 11 - Dissolution

The organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of those present at the meeting.

Article 12 - Amendment

These bylaws may be amended at any regular or special meeting, providing that one week previous notice was given and include the wording for the proposed change prior to the meeting and then sent to all members of the organization. Notice may be given by postal mail, e-mail, or notice posted on the school. Amendments will be approved by a two-thirds vote of those present, assuming a quorum (See Article 5 Section 3).

Article 13 - Conflict of Interest Policy

Section 1 - Purpose. 

The purpose of the conflict of interest policy is to protect the organization's interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the organization of might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.

Section 2 - Investigation

The presidency will investigate any conflict of interest between companies businesses or people that may be done with. It is the responsibility of the Presidency to identify any potential conflict of interest that they may see or that is brought to their attention. After an investigation the Presidency will then vote on how to proceed.

Section 3 - Compensation

A voting member of the governing board who receives compensation directly or indirectly from the organization for services is precluded from voting on matters pertaining to that member's compensation
A voting member of any committee whose jurisdiction includes compensation matters and who received compensation directly or indirectly, from the organization for services is precluded from voting on matters pertaining to that member's compensation.

No voting member of the governing board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the organization, either individually or collectively, is prohibited from providing information to any committee regarding compensation.

Section 4 - Annual Statements

Each director, principal officer and member of a committee with governing board-delegated powers shall annually sign a statement which affirms that such person:

Has received a copy of the conflict of interest policy; Has read and understood the policy;

Has agreed to comply with the policy; and
Understands that the organization is charitable and that in order to maintain its federal tax-exempt status it must engage primarily in activities, which accomplish one or more of its tax exempt purposes.

Section 5 - Periodic Reviews

To ensure that the organization operates in a manner consistent with charitable purposes and does not engage in activities that jeopardize its tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects:

Whether compensation arrangements and benefits are reasonable, are based on competent survey information, and are the result of arm's length bargaining.
Whether partnerships, joint ventures, and arrangements with management organizations conform to the organization's written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes, and do not result in inurnment, impermissible private benefit, or an excess benefit transaction.

Section 6 - Use of Outside Experts

When conducting the periodic reviews as provided for in Section 5, the organization may, but need not, use outside advisers. If outside experts are used, their use shall not relieve the governing board of its responsibility for ensuring that periodic reviews are conducted.