PSO Executive Board |
Contact Information |
President - Jill Gorretta
Vice President - Lindsey Chaquette Secretary - Melissa Horton Treasurer - Jim Voss Communications - Amber Clark Hospitality - Christina Hein |
General Questions - info@shspso.org
Volunteer Questions - info@shspso.org Facebook / Instagram - @sherwoodhspso School / Mailing Address: 18800 SW Haide Rd. Sherwood OR 97140 |
Monthly MeetingsPSO 2023-24 meetings TBD. We stream meetings Live on our Facebook page. Join us live or watch the posted recording.
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Agenda and MinutesTo request an addition to an upcoming agenda, send an email to president@shspso.org no less than 3 days prior to the scheduled meeting date. All minutes from prior meetings are available by request to the email above.
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Bylaws
Article I - Name, Purpose, Mission
Section 1: Name. The name of the organization, corporation shall be Sherwood High School Parent Support Organization (SHS PSO).
Section 2: This Corporation shall be organized and operated exclusively for charitable, scientific, literary and educational purposes. Subject to the limitations stated in the Articles of Incorporation, the purpose of this corporation shall be to engage in any lawful activities, none of which are for profit, for which corporations may be organized under Chapter 65 of the Oregon Revised Statutes (or its corresponding future provisions) and Section 501(c)(3) of the Internal Revenue Code of 1954 (or its corresponding future provisions).
Section 3: Purpose and Mission. The Sherwood High School PSO’s primary purpose and mission shall be to establish a working relationship between parents, teachers and school staff to enhance the school community and learning environment within Sherwood High School; and to support Sherwood High School students, teachers, school staff and programs through volunteer and fundraising efforts.
Article II - Membership, Voting
Section 1: Members. Membership shall consist of parents and legal guardians of Sherwood High School students.
Section 2: Voting. Each member shall be entitled to one vote of all matters for which a membership is permitted by law, the Articles of Incorporation, or the bylaws of the PSO.
Article III - Meetings
Section 1: Annual Meeting. A meeting shall be held annually for the purpose of electing PSO Officers and approving the annual budget. The Executive Committee shall set the date, time and place of the Annual Meeting. The Annual Meeting can be held in conjunction with or in place of a monthly meeting.
Section 2: Monthly Meetings: PSO Meetings shall be held at least once a month during the school year in order to conduct PSO Business. The Executive Committee shall set the date, time, and place of the Monthly Meetings. Meetings may take place in person or via video conference. The Executive board may agree to cancel meetings if no relevant business is pending.
Section 3: Meeting Notice. Notice of each meeting shall be given to the Members of the PSO at least 10 days in advance. Agendas shall be made available upon request one (1) week prior to the meeting. Any concerns or additions to the meeting agenda must be submitted to the president no less than 48 hours prior to meeting.
Section 4: Quorum and Voting. Each member in attendance at the meeting is entitled to one (1) vote. Those votes represented at a meeting of members and two-thirds of the Executive Committee shall constitute a quorum. A majority vote of the members voting is the act of the members, unless these bylaws or the law provide differently. The Executive Committee may deem an issue time-sensitive and call for a vote of the Executive Board via telephone, text or email, if necessary.
Article IV - Executive Committee
Section 1: Committee Duties. The Executive Committee shall manage the affairs of the PSO. The Executive Committee is responsible for overall policy and direction of the PSO.
Section 2: Committee Officers. The Executive Committee will consist of all elected PSO Officers. The Executive Committee shall have up to twelve (12) and no fewer than five (5) PSO officers. The Executive Committee receives no compensation.
Section 3: Committee Meetings. The Executive Committee shall meet at least monthly, at an agreed upon date, time, and place. The Executive Committee meeting may be at the regular monthly meeting or in addition to it. Meetings may take place in person or via video conference. The Executive board may agree to cancel meetings if no relevant business is pending.
Section 4: Special Committee Meetings. Special Meetings of the Executive Committee shall be called upon the request of the President or one-third of the Executive Committee. Special meetings of the Executive Committee shall be held at the time and place to be determined by the Executive Committee. Notice of such meetings, describing the date, time, place and purpose of the meeting shall be delivered to each officer personally, by telephone or e-mail not less than two days prior to the special meeting. Special meetings may take place in person, via telephone or video conference.
Section 5: Committee Quorum and Voting. An Executive Committee quorum shall be two-thirds of elected officers. If a quorum is present, action is taken by a majority vote of officers present.
Section 6: Voting. There shall be no more than nine voting officers serving on the Executive Committee. The Principal of the school shall serve as a non-voting member of the Executive Committee. Voting should take place in person when possible, but may be held via telephone, email, or video conference if an issue is time sensitive.
Permanent voting officer members of the Executive Committee shall consist of President, Vice President, Secretary, Treasurer, and Volunteer Coordinator.
Article V - Officers
Section 1: Elections. Nomination of officers will occur as the first item of business at the monthly meeting preceding the Annual Meeting. Ballots are to be made available to all PSO Members at least 2 weeks prior to the Annual Meeting and are due back to the Sherwood High School PSO at least one week prior to the Annual Meeting. Ballots will be counted by no fewer than two members of the outgoing Executive Committee. Election results shall be made available to all PSO members no more than 10 days from the close of ballots.
Section 2: Terms. All Officers shall serve 1-year terms from July 1st to June 30th, and are eligible for re-election.
Section 3: Officers and Duties.
President. The President shall create the agenda for Annual, Monthly and Executive Committee meetings, facilitate PSO meetings, be responsible for PSO communications, act as a liaison with the school principal and administration, support the Vice President, other Executive Committee members and school activities, provide newsletter updates, and review bank reconciliations prepared by the Treasurer.
Vice President. The Vice President shall preside over meetings in the absence of the President. Become President in the event that the President resigns, moves, etc. The Vice President shall support the President and other Executive Committee as needed.
Secretary. The Secretary is responsible for recording meeting minutes at the Monthly, Annual and Executive Meetings; and posting/archiving a copy of the meeting minutes in a timely manner.
Treasurer. The Treasurer maintains bookkeeping of PSO funds and annual budget. Reports monthly status of funds in PSO banking accounts. Reports bi-annually on the execution of the annual budget. The Treasurer also reconciles all PSO bank accounts as needed or upon request and submits those reconciliations to the President for review, collects receipts for reimbursement (as approved by the PSO), records deposits into the records and periodically advises committee chairs of their budget status. Treasurer will serve as the Finance/Budget Committee Chair.
Volunteer Coordinator. The Volunteer Coordinator collects, organizes, and manages volunteer forms and data, appoints Chairs for volunteer committees, maintains volunteer staffing needs for SHS, and provides support for Chairs and PSO Committees throughout the year. Volunteer coordinator will be responsible for volunteer thank yous.
Hospitality Coordinator. The Hospitality Coordinator is responsible for organizing dinners or other refreshments for staff during conferences, coordinating Staff Appreciation week, and tokens of appreciation periodically throughout the year. Duties also include sending out thank you notes to sponsors and supporters.
Director-At-Large: The Principal of Sherwood High School, or his/her assignee, shall be the Director -At-Large, and act as a liaison between the teachers and staff at SHS and the PSO. The Director-At-Large shall give a monthly update of events and items of interest occurring at SHS and route any Grant Requests from teachers and staff to the PSO. The Director-At-Large shall be a non-voting member of the PSO.
Section 4: Shared Positions. Any Executive Committee Board Position may be shared by multiple members by agreement of all nominees as a co-position. In the event of a shared position, duties will be split at the discretion of the Committee members.
Section 5: Vacancies. When a vacancy on the Executive Committee exists, nominations for new members may be received from present Executive Committee members. The Executive Committee will then vote on these nominations in order to fill the vacancy. These vacancies will be filled only to the end of the vacated Executive Committee member's term.
Section 6: Resignation, Termination and Absences. Resignation from the Executive Committee must be in writing and received by either the Secretary or the President. An Executive Committee member shall be dropped for excess absences from the Executive Committee if s/he has three unexcused absences from Executive Committee meetings in a year. An Executive Committee member may be removed for reasons by a two-thirds vote of the remaining Executive Committee members.
Article VI - Committees
Section 1: Committees. The Executive Committee may create committees as needed. Volunteers from the PSO membership will be requested to serve as Committee Chairpersons.
Section 2: Finance/Budget Committee. PSO will annually establish a Finance/Budget Committee. The committee will consist of the Treasurer, one (1) Executive Committee member, one (1) SHS administration representative and at least one (1) other member PSO membership. The Treasurer will serve as the committee chair. Committee members will be selected in the spring and will serve for one year. Committee will be responsible for development of the PSO annual budget, budget execution and fiscal procedures.
Section 3: Class Activities Committees. Class Committees are made up of members of the general PSO with an emphasis on activities that pertain to one specific class level.
Senior Class Activities Committee Chair. Serves as the Chairperson for all Senior activities. Acts as liaison to the SHS Staff and Student Leadership. Assists other officers and performs duties as assigned by the President.
Junior Class Activities Committee Chair. Serves as the Chairperson for all Junior activities. Act as a liaison to the SHS Staff and Student Leadership. Assists other officers and performs duties as assigned by the President.
Sophomore Class Activities Committee Chair. Serves as the Chairperson for all Sophomore activities. Acts as liaison to the SHS Staff and Student Leadership. Assists other officers and performs duties as assigned by the President.
Freshman Class Activities Committee Chair. Serves as the Chairperson for all Freshman activities. Act as a liaison to the SHS Staff and Student Leadership. Assists other officers and performs duties as assigned by the President. Acts as liaison to Middle School PSO and parents.
Article VII - PSO Budget and Finance Operations
Section 1: Fiscal Year. The PSO fiscal year shall be the school year, 1 July to 30 June.
Section 2: Annual Budget. The Finance/Budget Committee will develop the annual budget for the upcoming school year during the spring. The committee will present the budget for approval to the PSO Executive Board at the Annual PSO meeting. The general membership will be allowed to discuss and recommend amendments during the committee's presentation.
Section 3: Audits. PSO Treasurer will audit at least quarterly all PSO fundraising records. PSO President will audit as necessary or upon request all PSO bank accounts and support records.
Section 4: Finance Reports. PSO Treasurer will report monthly the status of funds in all PSO banking accounts. Monthly the Treasurer will report on the execution of the annual budget. The report will provide information pertaining to all sources of income and expenses, and PSO programs/event balances.
Section 5: Checking Account and Check Writing. PSO Treasurer will maintain all the PSO banking accounts and supporting records. Treasurer will only make payment for PSO expenses when supported by an approved Purchase Order or Request for Reimbursement. The PSO Treasurer is authorized to process checks for amounts up to $100. President or Secretary must countersign checks if the amount exceeds $100.
Section 6: Expenditure Guidelines. At the end of each school year, PSO prepares a budget for the following school year. Funds are earmarked for specific programs or categories. These budgeted items receive priority and are always funded first. Any extra money that is raised goes into the General PSO Fund.
Within reason, money earned in a given school year shall be spent in that year. Families should directly benefit from their financial contributions. However, because of seasonal fluctuations and larger expenditures a portion of the General PSO Funds should be held in reserve. A minimum reserve shall be set by the Executive Committee and will be held over to ensure that operating funds are available at the beginning of the following school year. Additional funds may be held to build a reserve for larger capital expenditures or be available for unforeseen needs. The minimum reserve can only be spent with a unanimous vote of the Executive Committee.
When approving expenditures from the General PSO Fund, the following criteria shall be considered:
a. Ideally, the expense should benefit as large a segment of the Sherwood High School population as possible (i.e. The whole school, a whole grade, a subject department, or a group of students that spans many different grades). Past distributions should also be considered.
b. The expense should provide a direct positive benefit to our students’ educational needs, understanding that these needs may have physical, social and emotional components. The maintenance and upgrade of the Sherwood High School facility is considered to positively impact the student’s educational experience as is hospitality functions to boost staff morale.
Article IIX - Amendments Amendments to the bylaws may be proposed at any regular, Executive or Annual meeting. The proposed amendment(s) must be presented in writing to the presiding officer and made available for review to all members. Passage of any amendment requires a two-thirds approval vote by the Executive Committee and members in attendance.
Article IX - Dissolution of Assets In the event of dissolution of this Corporation, all assets remaining after payment of the obligations and liabilities of the Corporation shall be distributed to one or more associations or corporations which themselves are exempt as organizations described in Section 501(c)(3) of the Internal Revenue Code. Distribution of assets require a two-thirds approval vote by the Executive Committee.
Section 1: Name. The name of the organization, corporation shall be Sherwood High School Parent Support Organization (SHS PSO).
Section 2: This Corporation shall be organized and operated exclusively for charitable, scientific, literary and educational purposes. Subject to the limitations stated in the Articles of Incorporation, the purpose of this corporation shall be to engage in any lawful activities, none of which are for profit, for which corporations may be organized under Chapter 65 of the Oregon Revised Statutes (or its corresponding future provisions) and Section 501(c)(3) of the Internal Revenue Code of 1954 (or its corresponding future provisions).
Section 3: Purpose and Mission. The Sherwood High School PSO’s primary purpose and mission shall be to establish a working relationship between parents, teachers and school staff to enhance the school community and learning environment within Sherwood High School; and to support Sherwood High School students, teachers, school staff and programs through volunteer and fundraising efforts.
Article II - Membership, Voting
Section 1: Members. Membership shall consist of parents and legal guardians of Sherwood High School students.
Section 2: Voting. Each member shall be entitled to one vote of all matters for which a membership is permitted by law, the Articles of Incorporation, or the bylaws of the PSO.
Article III - Meetings
Section 1: Annual Meeting. A meeting shall be held annually for the purpose of electing PSO Officers and approving the annual budget. The Executive Committee shall set the date, time and place of the Annual Meeting. The Annual Meeting can be held in conjunction with or in place of a monthly meeting.
Section 2: Monthly Meetings: PSO Meetings shall be held at least once a month during the school year in order to conduct PSO Business. The Executive Committee shall set the date, time, and place of the Monthly Meetings. Meetings may take place in person or via video conference. The Executive board may agree to cancel meetings if no relevant business is pending.
Section 3: Meeting Notice. Notice of each meeting shall be given to the Members of the PSO at least 10 days in advance. Agendas shall be made available upon request one (1) week prior to the meeting. Any concerns or additions to the meeting agenda must be submitted to the president no less than 48 hours prior to meeting.
Section 4: Quorum and Voting. Each member in attendance at the meeting is entitled to one (1) vote. Those votes represented at a meeting of members and two-thirds of the Executive Committee shall constitute a quorum. A majority vote of the members voting is the act of the members, unless these bylaws or the law provide differently. The Executive Committee may deem an issue time-sensitive and call for a vote of the Executive Board via telephone, text or email, if necessary.
Article IV - Executive Committee
Section 1: Committee Duties. The Executive Committee shall manage the affairs of the PSO. The Executive Committee is responsible for overall policy and direction of the PSO.
Section 2: Committee Officers. The Executive Committee will consist of all elected PSO Officers. The Executive Committee shall have up to twelve (12) and no fewer than five (5) PSO officers. The Executive Committee receives no compensation.
Section 3: Committee Meetings. The Executive Committee shall meet at least monthly, at an agreed upon date, time, and place. The Executive Committee meeting may be at the regular monthly meeting or in addition to it. Meetings may take place in person or via video conference. The Executive board may agree to cancel meetings if no relevant business is pending.
Section 4: Special Committee Meetings. Special Meetings of the Executive Committee shall be called upon the request of the President or one-third of the Executive Committee. Special meetings of the Executive Committee shall be held at the time and place to be determined by the Executive Committee. Notice of such meetings, describing the date, time, place and purpose of the meeting shall be delivered to each officer personally, by telephone or e-mail not less than two days prior to the special meeting. Special meetings may take place in person, via telephone or video conference.
Section 5: Committee Quorum and Voting. An Executive Committee quorum shall be two-thirds of elected officers. If a quorum is present, action is taken by a majority vote of officers present.
Section 6: Voting. There shall be no more than nine voting officers serving on the Executive Committee. The Principal of the school shall serve as a non-voting member of the Executive Committee. Voting should take place in person when possible, but may be held via telephone, email, or video conference if an issue is time sensitive.
Permanent voting officer members of the Executive Committee shall consist of President, Vice President, Secretary, Treasurer, and Volunteer Coordinator.
Article V - Officers
Section 1: Elections. Nomination of officers will occur as the first item of business at the monthly meeting preceding the Annual Meeting. Ballots are to be made available to all PSO Members at least 2 weeks prior to the Annual Meeting and are due back to the Sherwood High School PSO at least one week prior to the Annual Meeting. Ballots will be counted by no fewer than two members of the outgoing Executive Committee. Election results shall be made available to all PSO members no more than 10 days from the close of ballots.
Section 2: Terms. All Officers shall serve 1-year terms from July 1st to June 30th, and are eligible for re-election.
Section 3: Officers and Duties.
President. The President shall create the agenda for Annual, Monthly and Executive Committee meetings, facilitate PSO meetings, be responsible for PSO communications, act as a liaison with the school principal and administration, support the Vice President, other Executive Committee members and school activities, provide newsletter updates, and review bank reconciliations prepared by the Treasurer.
Vice President. The Vice President shall preside over meetings in the absence of the President. Become President in the event that the President resigns, moves, etc. The Vice President shall support the President and other Executive Committee as needed.
Secretary. The Secretary is responsible for recording meeting minutes at the Monthly, Annual and Executive Meetings; and posting/archiving a copy of the meeting minutes in a timely manner.
Treasurer. The Treasurer maintains bookkeeping of PSO funds and annual budget. Reports monthly status of funds in PSO banking accounts. Reports bi-annually on the execution of the annual budget. The Treasurer also reconciles all PSO bank accounts as needed or upon request and submits those reconciliations to the President for review, collects receipts for reimbursement (as approved by the PSO), records deposits into the records and periodically advises committee chairs of their budget status. Treasurer will serve as the Finance/Budget Committee Chair.
Volunteer Coordinator. The Volunteer Coordinator collects, organizes, and manages volunteer forms and data, appoints Chairs for volunteer committees, maintains volunteer staffing needs for SHS, and provides support for Chairs and PSO Committees throughout the year. Volunteer coordinator will be responsible for volunteer thank yous.
Hospitality Coordinator. The Hospitality Coordinator is responsible for organizing dinners or other refreshments for staff during conferences, coordinating Staff Appreciation week, and tokens of appreciation periodically throughout the year. Duties also include sending out thank you notes to sponsors and supporters.
Director-At-Large: The Principal of Sherwood High School, or his/her assignee, shall be the Director -At-Large, and act as a liaison between the teachers and staff at SHS and the PSO. The Director-At-Large shall give a monthly update of events and items of interest occurring at SHS and route any Grant Requests from teachers and staff to the PSO. The Director-At-Large shall be a non-voting member of the PSO.
Section 4: Shared Positions. Any Executive Committee Board Position may be shared by multiple members by agreement of all nominees as a co-position. In the event of a shared position, duties will be split at the discretion of the Committee members.
Section 5: Vacancies. When a vacancy on the Executive Committee exists, nominations for new members may be received from present Executive Committee members. The Executive Committee will then vote on these nominations in order to fill the vacancy. These vacancies will be filled only to the end of the vacated Executive Committee member's term.
Section 6: Resignation, Termination and Absences. Resignation from the Executive Committee must be in writing and received by either the Secretary or the President. An Executive Committee member shall be dropped for excess absences from the Executive Committee if s/he has three unexcused absences from Executive Committee meetings in a year. An Executive Committee member may be removed for reasons by a two-thirds vote of the remaining Executive Committee members.
Article VI - Committees
Section 1: Committees. The Executive Committee may create committees as needed. Volunteers from the PSO membership will be requested to serve as Committee Chairpersons.
Section 2: Finance/Budget Committee. PSO will annually establish a Finance/Budget Committee. The committee will consist of the Treasurer, one (1) Executive Committee member, one (1) SHS administration representative and at least one (1) other member PSO membership. The Treasurer will serve as the committee chair. Committee members will be selected in the spring and will serve for one year. Committee will be responsible for development of the PSO annual budget, budget execution and fiscal procedures.
Section 3: Class Activities Committees. Class Committees are made up of members of the general PSO with an emphasis on activities that pertain to one specific class level.
Senior Class Activities Committee Chair. Serves as the Chairperson for all Senior activities. Acts as liaison to the SHS Staff and Student Leadership. Assists other officers and performs duties as assigned by the President.
Junior Class Activities Committee Chair. Serves as the Chairperson for all Junior activities. Act as a liaison to the SHS Staff and Student Leadership. Assists other officers and performs duties as assigned by the President.
Sophomore Class Activities Committee Chair. Serves as the Chairperson for all Sophomore activities. Acts as liaison to the SHS Staff and Student Leadership. Assists other officers and performs duties as assigned by the President.
Freshman Class Activities Committee Chair. Serves as the Chairperson for all Freshman activities. Act as a liaison to the SHS Staff and Student Leadership. Assists other officers and performs duties as assigned by the President. Acts as liaison to Middle School PSO and parents.
Article VII - PSO Budget and Finance Operations
Section 1: Fiscal Year. The PSO fiscal year shall be the school year, 1 July to 30 June.
Section 2: Annual Budget. The Finance/Budget Committee will develop the annual budget for the upcoming school year during the spring. The committee will present the budget for approval to the PSO Executive Board at the Annual PSO meeting. The general membership will be allowed to discuss and recommend amendments during the committee's presentation.
Section 3: Audits. PSO Treasurer will audit at least quarterly all PSO fundraising records. PSO President will audit as necessary or upon request all PSO bank accounts and support records.
Section 4: Finance Reports. PSO Treasurer will report monthly the status of funds in all PSO banking accounts. Monthly the Treasurer will report on the execution of the annual budget. The report will provide information pertaining to all sources of income and expenses, and PSO programs/event balances.
Section 5: Checking Account and Check Writing. PSO Treasurer will maintain all the PSO banking accounts and supporting records. Treasurer will only make payment for PSO expenses when supported by an approved Purchase Order or Request for Reimbursement. The PSO Treasurer is authorized to process checks for amounts up to $100. President or Secretary must countersign checks if the amount exceeds $100.
Section 6: Expenditure Guidelines. At the end of each school year, PSO prepares a budget for the following school year. Funds are earmarked for specific programs or categories. These budgeted items receive priority and are always funded first. Any extra money that is raised goes into the General PSO Fund.
Within reason, money earned in a given school year shall be spent in that year. Families should directly benefit from their financial contributions. However, because of seasonal fluctuations and larger expenditures a portion of the General PSO Funds should be held in reserve. A minimum reserve shall be set by the Executive Committee and will be held over to ensure that operating funds are available at the beginning of the following school year. Additional funds may be held to build a reserve for larger capital expenditures or be available for unforeseen needs. The minimum reserve can only be spent with a unanimous vote of the Executive Committee.
When approving expenditures from the General PSO Fund, the following criteria shall be considered:
a. Ideally, the expense should benefit as large a segment of the Sherwood High School population as possible (i.e. The whole school, a whole grade, a subject department, or a group of students that spans many different grades). Past distributions should also be considered.
b. The expense should provide a direct positive benefit to our students’ educational needs, understanding that these needs may have physical, social and emotional components. The maintenance and upgrade of the Sherwood High School facility is considered to positively impact the student’s educational experience as is hospitality functions to boost staff morale.
Article IIX - Amendments Amendments to the bylaws may be proposed at any regular, Executive or Annual meeting. The proposed amendment(s) must be presented in writing to the presiding officer and made available for review to all members. Passage of any amendment requires a two-thirds approval vote by the Executive Committee and members in attendance.
Article IX - Dissolution of Assets In the event of dissolution of this Corporation, all assets remaining after payment of the obligations and liabilities of the Corporation shall be distributed to one or more associations or corporations which themselves are exempt as organizations described in Section 501(c)(3) of the Internal Revenue Code. Distribution of assets require a two-thirds approval vote by the Executive Committee.