PARTS

Constitution & Bylaws - Page 1 of 6 REV 17 May 2016

CONSTITUTION OF RHSA PARTS

Article I –Name
The name of the organization shall be Parents Acting for Renaissance Teachers and Students (PARTS).

Article II – Purpose and Function
PARTS is an auxiliary volunteer booster organization to Renaissance High School for the Arts (RHSA). As
such, PARTS’ purpose is to support teachers and students by fundraising and provide
materials, volunteers, and/or money to meet needs not covered by the school budget; grant
scholarships to graduating seniors (as funds are available); and strengthen the school community
through parent and student forums promoting college preparation. This organization is organized and
operated exclusively for charitable and educational purposes within the meaning of 501(c)(3) of the
Internal Revenue Code.

Article III – Membership
Any parent or guardian (adult standing in loco parentis) of a student at RHSA may be a member, shall
have voting rights, and may run for office. Community members, such as friends and family of currently
attending students, the Principal and any teacher or staff member employed at RHSA may also may be a
member, shall have voting rights, and may run for office. Students, may also be members with voting
rights but may not run for office.

Article IV – Executive Board
The affairs of PARTS shall be managed by a board of at least four (4) and at most six (6) officers elected
for one year by a plurality vote of the members present at the April meeting, plus any appointed
Members at Large and/or standing appointed committee chairs. The Vice President position and the
Treasurer position may be shared to divide responsibilities. Each officer may serve no more than two (2)
consecutive terms in the same office. Each person elected shall hold only one office at a time.

Article V – Officers
The officers of PARTS shall be elected from the current membership at RHSA and shall consist of the
President, Vice President, Secretary, and Treasurer, students excluded.

Article VI – Meetings
General meetings of the membership shall be held at least six times throughout the school year. Officers
for the next school year are elected at the April meeting. Additional meetings of the Executive
Board only may be called at the request of the President.

Article VII – Amendments
These Articles of the Constitution may be amended at any meeting of the membership by two-thirds
(2/3) affirmative vote of the members present, provided at least seven (7) day notice was given by the
Secretary.



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BYLAWS OF RHSA PARTS

Article I – Membership
Section 1. Membership is open to all parents and guardians of attending students, community
members, RHSA staff, and current students that subscribe to the purpose and function of PARTS. Each
member is entitled to one vote when personally in attendance at meetings of the club.

Section 2. Dues may be established by the Executive Board, but are not a requirement of membership. A
person is considered a member in good standing with voting rights immediately upon receipt of the
application form. Students shall not be asked to pay dues.

Article II – Executive Board
Section 1. Number and Term of Office The business and operation of PARTS shall be managed and
controlled by a board of at least four (4) and at most six (6) directors elected for one year by a plurality
vote of the members present at the April meeting. Each officer may serve no more than two (2)
consecutive terms in the same office. Each person elected shall hold only one office at a time. No person
may serve for more than four (4) years in a row in any capacity on the Executive Board.

Section 2. Nominations and Elections. Elections will be held at the second to last meeting of the school year.
The nominating committee (if formed) shall solicit nominations for candidates for each office and
present the slate of nominations at a meeting held one month prior to the election. At that meeting,
nominations may also be made from the floor. Voting shall be by voice vote if a slate is presented. If
more than one person is running for an office, a ballot vote shall be taken.

Section 3. Eligibility. Members are eligible for office if they are members in good standing at least 14
calendar days before the nominating committee presents its slate.

Section 4. Duties. The duties of the Executive Board 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 5. Meetings. Executive Board meetings should be held at least twice during the school year.

Section 6. Quorum. Half the number of Executive Board members constitutes a quorum of the Board. If
there are five (5) Board members, three (3) must be present.

Article III – Officers
Section 1. Officers.
The officers shall be a President, Vice President, Secretary, and Treasurer. The responsibilities may be
shared for the Vice President position and the Treasurer position, not to exceed the total number of
Director positions. The Treasurer, or both Treasurers if shared, along with one other Executive Board
member must be authorized signers on the PARTS bank account.

Section 2. Duties.
The general duties of each office are as follows:
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a) President. The President shall preside over meetings of the organization and Executive Board,
serve as the primary contact for the school Principal, represent the organization at meetings outside the
organization, serve as an ex officio member of all committees except the Nominating committee, and
coordinate the work of all officers and committees so that the purpose of the organization is served.

b) Vice President. The Vice President shall act as an aide to the President, organize the committees
needed for event support, and, in the absence or disability of the President, perform the duties and
exercise the powers of the President. The Vice President shall alternate with the President to serve at all
fundraising activities. This position may be shared to divide responsibilities.

c) Secretary. The Secretary shall keep all records of the organization, take and record minutes, prepare
the agenda (in conjunction with the President), handle correspondence, and send notices of meetings to
the membership. The Secretary also keeps a copy of the minutes, bylaws, rules, membership list, and
any other necessary supplies, and brings them to meetings. The Secretary serves on and may chair
(but is not required to) the Communications committee and the Scholarship committee. If there is no
Vice President available, the Secretary will stand in for the President in his/her absence at meetings, if
needed.

d) Treasurer. The Treasurer shall receive all funds of the organization, make deposits promptly, keep an
accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the
Executive Board. He or she will present a financial statement at every meeting and at other times of the
year when requested by the Executive Board, and make a full report at the end of the year. The
Treasurer serves on and may chair (but is not required to) the Fundraising committee.

Section 3. Vacancies. If there is a vacancy in the office of President before the term is complete, the Vice
President will become President. If there are co-Vice Presidents on the Executive Board, one may
volunteer to fill the role, or if neither volunteers, the Secretary will become the President. At the next
regularly scheduled meeting, a new Secretary 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 4. Removal from Office. Officers can be removed from office with or without cause by a two-
thirds vote of those present (assuming a quorum) at a general membership meeting where previous
notice has been given to members.

Article IV – Meetings

Section 1. General Membership Meetings. The regular meeting of the organization shall be held the
second or third week of each month during the school year, with a start time between 5:30 and 6:30
p.m., and in a place determined by the Executive Board at least one month before the meeting. The
Secretary will notify the membership of the meetings via email at least one week prior to the meeting
date.

Section 2. Special Meetings. Special meetings may be called by the President, any two members of the
Executive Board, or five general members submitting a written request to the Secretary with the
meeting purpose. Notice of the special meeting shall be sent to members at least 10 days prior to the
meeting, by email and/or phone.

PARTS Constitution & Bylaws - Page 4 of 6 REV 17 May 2016

Section 3. Quorum. For purposes of a vote by email or in person, a quorum shall be half of the number
of Executive Board members plus any 7 voting members of the organization.

Article V – Basic Policies

A. PARTS shall be non-political and non-sectarian. B. PARTS is organized and operated exclusively for
charitable and educational purposes within the meaning of 501(c)(3) of the Internal Revenue Code. C.
PARTS shall not engage in the distribution of propaganda, or otherwise attempt to influence legislation
or intervene in (including the publishing or distributing of statements) any political campaign on behalf
of or in opposition to any candidate for public office. D. No part of the net earnings of PARTS shall inure
to the benefit of or be distributed to any director, employee or other individual, partnership, estate,
trust or corporation having a personal or private interest in the organization. Compensation for services
actually rendered and reimbursement for expenses actually incurred in attending to the affairs of this
organization shall be limited to reasonable amounts. E. Upon dissolution of this organization, remaining
assets shall be distributed to the Renaissance High School Associated Student Body (ASB).

Article VI – Finances Section 1. A proposed budget for routine PARTS events (and proposed new events)
shall be drafted by the Executive Board prior to each school year. The proposed budget must be
approved at the 1st general meeting by a majority vote of the members present.

Section 2. The Treasurer shall keep accurate records of any disbursements, income, and bank account
information. The Treasurer and/or other officer and at least one voting PARTS member should be
present at the conclusion of each fundraising event to independently count and record all funds
received and place them in a sealed envelope for deposit along with a form documenting source of
funds. A copy of the form is to be provided to the Secretary. The Treasurer is solely responsible for
immediately securing all funds and depositing them into the PARTS bank account within five business
days.

Section 3. The fiscal year of PARTS shall begin August 1 and end July 31.

Section 4. The Executive Board shall approve expenses of the organization to seed fundraising events
and shall reimburse members for approved expenses with original receipts and approved
Reimbursement Form. The membership shall be informed of and vote to approve in advance all
expenditures of funds raised for scholarships or to benefit the school.

Section 5. Signatures of at least two Executive Board members shall be required on each check. Signers
on the account shall be the Treasurer and at least one other Officer. Access to the PARTS PayPal
account shall be maintained by the Treasurer.

Section 6. The Treasurer shall prepare a financial statement at the end of the year, to be reviewed by
the Audit Committee.


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Article VII – Committees Section 1. Membership. Committees may consist of members and Executive
Board members, with the President acting as an ex officio member of all committees.

Section 2. Standing Committees. The following committees may be held by the organization: Development,
Event Support, Membership, Communications, Scholarship, Sponsorship, and Nominating. Additionally,
there shall be a Committee to support each art by coordinating with the appropriate teachers and
providing fundraising and other support for that art. The chairs of each committee shall be appointed by
the President. If there is no member willing to serve as chair, an officer may serve as chair, in
accordance with established guidelines (no current officer may chair the Nominating Committee, and no
parent of a senior class student may chair or serve on the Scholarship committee). PARTS will establish
recommended procedures and scope of duties for each committee and provide them to incoming
committee chairs and volunteers for reference.

a) Development. The Development Chair shall be responsible for coordinating fundraising ideas and
projects other than those handled by the Event Support Committee, including off-campus events as well
as tasks related to RHSA musicals. The Chair may appoint a Project Leader for each event. Ongoing
fundraisers, such as Scrip, require an appointed leader. In the absence of a Chair, these activities may be
overseen by a Vice President.

b) Event Support. The Event Support Chair is responsible primarily to coordinate support for on-campus
activities, including Back to School Night sales, concessions for the Theater and Dance shows, Visual Arts
event needs, and Teacher Appreciation ideas. In the absence of a Chair, these activities may be overseen
by a Vice President.

c) Membership. The Membership Chair shall be responsible for suggesting and implementing
promotional ideas for the annual membership drive, compiling the member directory, and distributing it
to members via email. In the absence of a Chair, the Secretary shall handle this.

d) Communications. The Communications Chair shall be responsible for managing the updates of the RHSA
PARTS website. In the absence of a Chair, the President shall handle this. A committee member may be
appointed to maintain a social media presence.

e) Scholarship. The Scholarship Committee becomes active in February. The Chair shall coordinate the
application process with the school counselor, recruit volunteers (parents and community members) to
serve as essay readers, and make recommendations to the membership for scholarship award grants,
based on availability of funds and number of entries received.

f) Sponsorship. The Sponsorship Committee shall be responsible for outreach to business owners,
corporations, government agencies, community groups and community members to obtain
sponsorships and partnerships that benefit RHSA. Sponsorships may involve direct payment of funds, in-
kind services provided by sponsors, and/or donations of products or services by sponsors.

g) Nominating. The Nominating Chair becomes active in February, prior to the end-of-year election. The
Chair shall be a regular member, not currently serving as an officer, whose committee will prepare a
slate of candidates for the election, and assist with the voting process.

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Section 3. Key Annual Appointments by the Executive Board. “Members at Large” may be appointed by the
Executive Board to recognize PARTS members that:

a) Consistently participate with the Executive Board in planning committee projects and/or helping at
events, but do not want exclusive responsibility as Chair nor to run for office, OR

b) Want to serve as a key participant in Executive Board planning and learn PARTS processes and
procedures to be prepared to run for vacated Board positions

Auditor – Conduct fiscal year-end audit of bank records and monthly reports. These appointments will
be considered part of the Extended Board for planning purposes.

Section 4. Additional Committees.
The Executive Board may appoint additional committees as needed.

Article VIII – Parliamentary Authority
Robert’s Rules of Order shall govern meetings when they are not in conflict with the organization’s bylaws.

Article IX – Amendments
Bylaws may be amended at any regular or special meeting, providing previous notice of at least seven
(7) days was given to all member of the organization by the Secretary. Notice may be given by electronic
distribution. Amendments will be approved by a two-thirds vote of those present, assuming a quorum.

Article X – Dissolution
PARTS may be dissolved with previous notice (14 calendar days) and a two-thirds vote of those present
at the meeting.

Article XI – Conflict of Interest Policy
Any director, principal officer, or member of a committee with governing board-delegated powers who
has a direct or indirect financial interest in a proposed project is an interested person and must disclose
the existence of the financial or beneficial interest. In addition, the interested person must recuse
him/herself from being present during group discussions and from voting.