5000 - Community Relationships

5010 Parent Organizations

5010 Parent Organizations

 

A. Principles

The Board of Education encourages the development and participation of parent organizations that support the goals of the Board and Pender County School System. The Board recognizes that parent organizations are an effective means of involving parents in their child’s school. The Superintendent and school administrators shall inform parent organizations of specific goals for the district and for each school and shall help these organizations identify opportunities to assist the school in achieving these goals. Administrators from each school shall participate actively in an annual joint meeting of officers of all parent organizations to promote strong alliances among such groups.

Parent support organizations shall maintain Commercial General Liability Insurance. The insurance policy and certificate must be in a form satisfactory to the Superintendent or designee. A certificate from an insurance company licensed to do business in North Carolina naming the Pender County Board of Education as an additional insured with a corresponding endorsement to the policy, if necessary to provide coverage, providing applicable liability in a minimum of $1,000,000 per occurrence and $2,000,000 annual aggregate, must be presented to the Principal annually with a copy to the Pender County Schools Facility Use Coordinator.

 

B. Conditions for Establishing Parent Organizations

Parent organizations, including PTAs, PTSAs, PTOs, OPTs and booster clubs, are not considered a part of the school system. However, because these organizations and their activities reflect upon the school system, all parent organizations must comply with the following conditions in order to operate in conjunction with the schools.

                1. By September 15th of each school year, each parent organization must provide the Superintendent with the names of its officers and a constitution and bylaws document describing the purpose of the organization and the general rules and procedures by which it will operate. Any later modifications to the organization’s officers, purpose or general rules and procedures also must be provided in writing to the Superintendent. Parent support organizations must have a signed “Booster Club/Support Organization Agreement” on file with the school and the Superintendent or designee in order to operate. This agreement may be found on the school web page. Parent support organizations must be registered with the district in order to conduct any fund-raising activities for the benefit of the school, the district, and the respective programs of the district.

2. Parent organizations must obtain prior approval from the Principal for (a) any fund-raising event; (b) any purchase for the school; (c) any function involving the participation of students; or (d) any event that is likely to reflect upon the school or the school system. Although certain types of fund raisers are encouraged as an expression of community support, generally, fund-raising activities should not be the responsibility of students. Door-to-door solicitation by students in kindergarten through grade eight is strictly prohibited. Door-to-door solicitation by students in grades nine through twelve is also discouraged and may be conducted only under the supervision of adults and after careful consideration of factors such as the disrupting influence upon the program of instruction, the interests of other community agencies, the moral or ethical influence upon the students involved and the reputation of the school within the community.

3. Fliers and other literature displayed or distributed by parent organizations must comply with policy 5210, Distribution and Display of Non-School Material.

4. Parent organizations are responsible for maintaining their own financial records. The financial records shall be reviewed annually by an independent individual selected by the Principal. A report of the review shall be presented to the Principal annually. Employees of the school system are not permitted to manage the affairs of parent organizations during the workday. Regular employees of the Pender County School System shall not serve as officers with financial responsibilities of parent support organizations. Regular employees do not include employees such as substitute teachers, substitute bus drivers, and after school care.

5. Parent organizations are expected to consider the cultural diversity and economic differences of students and parents in planning school-related functions.. Parent Organizations with the assistance of school staffs should communicate the meeting dates to all parents within the school. Dates and times should be established at convenient times for parents. Meetings should not be held during the student school day due to responsibilities of staff during these times. Admission to special activities may be collected only if special arrangements have been made to cover such charges for students who wish to participate but cannot afford to pay.

6. Parent support organizations shall adhere to Board of Education policies. A copy of all policies may be found on the school system’s web page at www.pendercountyschools.net. The parent support organization’s president shall inform the organization’s officers of the policy and general guidelines.

7. A parent support organization is a separate legal entity from the school system established to support the activities of the school. The funds of parent support organizations shall be separate from the school accounts and subject to sound accounting and finance procedures. Pender County Schools request that proper internal controls be put in place to avoid the mishandling of these funds. These include, but are not limited to, having two parent support organization officers sign each check and having at least two members collect money for all fundraising activities.

8. Pender County Schools recognizes the significant contributions made by parent support organizations in the area of equipment and the improvements made to buildings and grounds. For these activities, the following purchasing guidelines shall apply:

(a) School buildings or grounds shall not be renovated or changed without prior written approval of the school principal and the superintendent or designee;

(b) School supplies or equipment purchases must be approved by the school principal. In addition, all equipment purchased with a value in excess of $300 must have prior approval from the Principal and Superintendent or designee; and,

(c) All equipment purchases shall be accounted for and recorded in the school’s equipment inventory records.

9. Parent support organizations shall not provide additional compensation to personnel currently employed by Pender County Schools. Individuals engaged in volunteer activities for the school, including, but not limited to athletic coaching, shall not receive any compensation for services from parent support organizations or other entities.

10. The Superintendent shall grant or deny parent organizations approval to operate at each school. Parent organizations that do not comply with board policies may have approval to operate within the school revoked by the superintendent.

 

C. Donations to a School or the School System

Any item that a parent organization proposes to contribute to a school must meet all legal

requirements, including safety codes. Before accepting a donation of equipment, supplies or funds, the Principal must notify the Superintendent and ensure that the donation complies with the requirements of policy 8220, Gifts and Bequests. All donated items become the property of the school system. While the intent of the donor will be considered, the school system reserves the right to modify the use of the donation if the needs of students or the school system change.

 

 

Legal References:

G.S. 115C-36, -47

Cross References:

Parental Involvement (policy 1310/4002)

Distribution and Display of Non-School Material (policy 5210)

Gifts and Bequests (policy 8220)

Adopted:

October 10, 2011

Updates:

December 9, 2013

January 13, 2014

Legal References:

G.S. 115C-36, -47

Cross References:

Parental Involvement (policy 1310/4002), Distribution and Display of Non-School

Material (policy 5210), Gifts and Bequests (policy 8220)

Adopted:

October 10, 2011

Last Updated:

January 13, 2014

Last Updated:

Nov. 23, 2015

Legal References:
G.S. 115C-36, -47
Cross References:
Parental Involvement (policy 1310/4002), Distribution and Display of Non-School Material (policy 5210), Gifts and Bequests (policy 8220)
Adopted:
Monday, 10 October 2011
Last Updated:
Monday, 23 November 2015