Marshall Community Council Bylaws

Approved by the MCC Board on 10 April 2018

Article I - Name

The name of the organization will be the Marshall Community Council (MCC).

Article II – Purpose and Goal

(1) Promote communication and collaboration between parents, students and school;
(2) Facilitate parent involvement; and
(3) Raise and administer funds to support staff and programs that encourage students’ critical and
creative thinking.
Through our actions we will strive to deepen students’ commitment to life-long values of kindness,
acceptance and respect for others, responsibility, accountability, and a love of learning.

Article III – Responsibilities

• Serve as a communications link between families and the school;

• Engage as many families as possible in supporting the work of the MCC;
• Develop and implement a schedule of activities for each school year by October of that year;
• Engage in and act in an advisory capacity to Olympia School District (OSD) and Marshall
Administration on school/district issues and encourage MCC member involvement;
• Raise funds to carry out MCC’s responsibilities;
• Support staff in carrying out their academic tasks;
• Support the mission of the school:
Marshall’s Mission Statement: Working collaboratively to ensure that all students achieve
high levels of academic growth and social responsibility.

Article IV – Membership

General membership to the MCC shall be open to all past and present parents/guardians of students at
Marshall Middle School, all faculty and staff, and all community members in the Marshall Middle
School service area as defined by the OSD.

MCC Bylaws – April 2018, page 1

Article V – Board of Directors and Elections

Section 1. Board of Directors: The Board of Directors shall consist of:

(a) President. The president shall preside over meetings of the organization and Board of
Directors; serve as the primary contact for the principal; direct the development of the MCC action
plan; coordinate the work of all the directors and committees so that the purpose of the organization
is served, and represent MCC at functions.

(b) Vice- President. The vice-president shall assist the president and carry out the president’s
duties in his or her absence or inability to serve.

(c) Secretary. The secretary shall keep all records of the organization, take and record minutes,
handle correspondence, and keep a copy of the minutes, bylaws, rules, and membership list. The
secretary is also responsible for maintaining the MCC website.

(d) Treasurer. The treasurer shall receive all funds of the organization, keep an accurate record of
receipts and expenditures, and pay out funds in accordance with the approval of the board. He or
she will present a written financial statement at every meeting and make a full report at the end of
the year, file and maintain articles of incorporation, file tax returns, maintain all tax records, and
maintain insurance policy.

(e) Standing Committees. Standing committees shall consist of Volunteer Coordination, Theater,
Student Store, Fundraising, Yearbook, 5K Dash, and Communications. The Board of Directors may
create new standing committees by vote.

(f) At-Large Members. Three Members at-Large are to represent the whole membership body.

Section 2. Voting Members: Voting members are the MCC Board of Directors, and the Principal (or
his/her designee).

All voting members are to receive a copy of the MCC Bylaws, read the Bylaws, and sign & date the
Bylaws Acknowledgement form to confirm that they have done so. The Bylaws Acknowledgement
form will be filed and archived by the secretary.

Section 3. Elections: Elections will be held at the June MCC General Meeting. Candidates for each
office may be presented at the May meeting. Board elections and candidates will also be announced to
the General MCC Membership by email, along with the announcement for the June election meeting.
During the June meeting, nominations may also be made from the floor. All members in Article IV

MCC Bylaws – April 2018, page 2

may vote. Voting shall be by acclimation, in which case a ballot vote shall be taken and all members in
Article V may vote. MCC members who wish to cast votes for the election but cannot attend the June
meeting in person may submit votes to the Board president, or vote by proxy.

Section 4. Terms of Office: Elected Officers and Volunteers may serve for at least one (1) year and
may serve no more than two (2) consecutive two-year terms in the same office. The offices of
president, vice-president, treasurer and secretary shall serve for two years. All other electoral officers
shall serve for one year. Office terms begin in July and end in June after elections. Each person elected
shall hold only one office at a time. Exceptions may be made for current Board and Committee
members who are willing take on additional responsibilities, when needed roles remain unfilled (e.g.,
Student Store Chair also coordinating Concessions).

Section 5. Vacancies: If there is a vacancy in the office of the president, the vice-president will
become the president. At the next regular meeting, a new vice-president 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: Officers can be removed from office with or without cause by two-
thirds vote at a regular meeting where previous notice has been given.

Section 7. Transitioning: Outgoing Officers shall turn over all documents and reports pertaining to
their position to the incoming Officers at the June meeting, unless other arrangements have already
been made.

Article VI - Meetings

Section 1 General Membership Meetings: MCC’s general membership will meet monthly. The
selected day and time will be communicated to the membership at large. A meeting agenda will be
made available to the membership prior to the meeting.

Recommended meeting agenda format is as follows:

1. Call to Order/Welcome/Introductions
2. Reading of norms
3. Reading of minutes and approval
4. Treasurer’s report
5. Principal’s Report
6. Reports of standing and special committees

MCC Bylaws – April 2018, page 3

 7. Old Business
8. New Business/Announcements
9. Adjournment

Section 2 Quorum: In order to pass any motions, a quorum must be present at the monthly meeting.
A quorum is 2/3 of the voting members.

Section 3. Voting by Electronic Mail: Voting shall be ordinarily conducted in person at monthly board
meetings, or at special meetings called for by the president or vice-president. When a timely decision
is necessary and a meeting of the voting members is not possible, voting may be permissible via
electronic mail. A quorum of voting members of the Board must submit their votes in order for the
vote by electronic mail to be valid. The discussion and votes in the electronic mail will be recorded by
the secretary.

Article VII – Conflict of Interest

Section 1. Purpose The purpose of the conflict of interest policy is to protect the MCC’s interest when
it is contemplating entering into a transaction or arrangement that might benefit the private interest of
an officer or committee chair or volunteer of the MCC, or might result in a possible excess benefit
transaction.

Section 2. Procedures

(a) Duty To Disclose. In connection with any actual or possible conflict of interest, an interested
person must disclose the existence of the financial interest and be given the opportunity to
disclose all material facts to the directors and members of committees with governing board-
delegated powers who are considering the proposed transaction or arrangement.

(b) Determining Whether a Conflict of Interest Exists. After disclosure of the financial interest
and all material facts, and after any discussion with the interested person, he/she shall leave the
meeting while the determination of a conflict of interest is discussed and voted upon. The
remaining board or committee members shall decide whether a conflict of interest exists.

(c) Voting with Potential Conflict of Interest. In the event that it is determined that a Board
member has potential financial interest on a voting issue, that member may present any
contributing data to the meeting, and then be excused for the remainder of the discussion and
the voting.

MCC Bylaws – April 2018, page 4

Article VIII - Committees

Section 1 Responsibilities: Committee chairpersons shall keep a written record of their activities,
events, expenditures and revenue and be prepared to report on this record at monthly meetings.
Committee chairpersons will prepare a final report at the end of the year and turn the report into the
Secretary to become a permanent record of the organization.

Section 2 Additional Committees: The board may appoint additional committees as needed.

Article IX - Finances

Section 1: Officers or an ad-hoc budget committee shall prepare a tentative budget by the June meeting
for the following school year. A final budget will be approved by a majority vote in the fall at the first
meeting.

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

Section 3: Any unbudgeted expenditures must be approved by a majority of the voting members
present at the meeting.

Section 4: The MCC fiscal year is from August 1 through July 31. The treasurer shall prepare a
financial statement at the end of the fiscal year and present the report to the board at the September
meeting. The treasurer each year shall file the organization’s tax return in August.

Section 5: The Board will keep no less than $20,000 in reserve as carryover for the next school year.
The organization will maintain a checking and savings account. Authorized signers of accounts shall be
the president, secretary, and treasurer.

Section 6: The treasurer shall file each year the MCC’s Corporation Report with the Washington
Secretary of State by the end of September.

Section 7: Upon dissolution of the organization, any remaining funds should be used to pay any
outstanding bills. Then, any assets left shall be distributed for one or more exempt purposes within the
meaning of section 501 ©(3) of the IRS Code in equal amounts to Thurgood Marshall Middle School
and Thurgood Marshall Middle School Associated Student Body (ASB).

MCC Bylaws – April 2018, page 5

Article X - Parliamentary Authority

Robert’s Rules of Order shall govern meetings when they are not in conflict with the organization’s
Bylaws.

Article XI - Dissolution

The organization may be dissolved with previous notice (30 calendar days) and a two-thirds vote of
those present at the meeting.

Article XII - Amendments

These bylaws may be amended at any regular meeting providing that previous notice was given in
writing at the prior meeting and then sent to all members of the organization. Notice may be given by
email and posted on MCC website. Amendments will be approved by two-thirds vote of those present,
assuming quorum.

MCC Bylaws – April 2018, page 6