By-Laws

San Bruno Parents Club

BY-LAWS

The name of the club shall be San Bruno Parents Club

LOGO

MISSION

The San Bruno Parents Club is a supportive community for all local families who want to make authentic connections, share resources, and embrace parenthood. Here, you will find yourself among fellow parents who truly get it; we are here to validate and encourage you during the challenging seasons of parenting and celebrate joy during the good times.

DEFINITION OF THE CLUB

The Club is a member-led and volunteer-based support group for mothers, fathers, expectant parents, grandparents and caregivers.

The Club is not intended to be political, partisan, or sectarian. However, as part of a larger community, the group may provide a forum to openly and fairly discuss current issues and concerns of parents and children, with Board approval. Detailed posting guidelines may be found here.

MEMBERSHIP TYPES AND BENEFITS

There are three types of club membership: General Membership, Alumni Membership, and Lifetime Membership.

All three membership types encompass the enrolling parent, one partner/spouse/caregiver, and all children under either adult’s legal guardianship. They include participation in club functions and services, as well as a subscription to the Club’s monthly newsletter and access to the Club’s private online resources.

In order for a family to qualify for an alumni membership, the following conditions must be met: 1) the family must be a current member of the Club for a minimum of 1 year from date of the request of alumni membership and 2) all children in the family must be five years of age or older. Should the family have another child after receiving an alumni membership, they must request to renew as a General Member at the time of their yearly membership renewal.

Lifetime Memberships are designed for past members who have significantly contributed to the Club. A Lifetime Membership will be granted at the discretion of the board members. They are not required to pay dues, but are required to renew their membership each year. Lifetime members will continue to receive an e-newsletter, participate in Club functions and have access to the Club’s private online resources.

MEMBER REQUIREMENTS & ELIGIBILITY

Members should reside in San Bruno or surrounding communities. Members must be the legal parent, grandparent, or guardian of at least one child or be currently expecting. Members must pay non-refundable dues in order for their membership to be approved.

Members must commit to a minimum of four hours of volunteer service (e.g. Garage Sale, Dia De Los Ninos, Posy Parade) or make an equivalent financial contribution, as determined by the board (e.g. Donate items for new parent bags).

Members must agree to and accept the conditions of the San Bruno Parents Club By-Laws upon joining the club. This is for the members’ protection and the protection of the families and guests.

Membership is renewable on an annual basis during the designated renewal period. Lifetime members must renew on an annual basis as well.

Membership is only activated after the membership form is completed, and full payment of dues have been received and processed by the Membership Coordinator.

DUES

Dues amount shall be determined by majority vote of the entire board.

Dues are to be paid annually and in full for the membership term.

Dues are nonrefundable.

Dues may be paid via the Club’s online portal.

Dues and membership registration must be current in order for any person to participate in any club function. However, in order to determine their interest in the club, a prospective member may attend a Club function prior to registering and paying dues.

Scholarships based on need shall be considered and made available on a case-by-case basis at the discretion of the President and the Treasurer.

TERMINATION OF MEMBERSHIP

A member may voluntarily terminate membership by notifying the Membership Coordinator. Membership is automatically terminated on the renewal date if dues have not been paid, and may also be terminated if violation of the bylaws has occurred. The member will no longer have access to the Club’s resources. The Club will not give refunds for any unused portion of the annual membership dues.

MEETINGS

Board meetings shall be held once a month at a Board members home or other specified location. The Board meeting date and time is flexible and can fluctuate to meet the current board members needs. All Board meetings are open to general members.

DECISION MAKING

All members wishing to participate in making decisions for the club should attend board meetings. Decisions for the Club are finalized at the board meetings by majority vote of all attending board members. Ideas, suggestions and comments are welcome and should be directed to the appropriate board member. Should a decision be necessary before the next board meeting the president or appropriate board member will contact the board through the board forums for consensus.

BOARD and NON-VOTING POSITIONS

Prerequisites:

Candidates for president, vice president, and treasurer must have been on the board for six (6) months.

Term of Office:

A board member shall serve a term of 12 months, commencing January. Any officer unable to complete their term of office is required to give the president or vice president 30 days notice when possible.

Method of Selection:

All positions will be filled on a voluntary basis. Members wishing to fill the position should state their candidacy to the outgoing president prior to the last Board meeting of the year which is held in November. If more than one member wishes to fill the position, a general election will be held at the November board meeting. A secret ballot is provided to all members present for tabulation under the direction of the Treasurer. The candidate with a simple majority of votes wins the election. When volunteering for a position, the member should make it known if they’re interested in working alone or with another member.

The following lists the title of the positions in the corresponding responsibilities:

Duties of Board Positions

President/Co-President

  • Preside over board in general meetings and set agendas for board in general meetings.
  • Oversee all facets of the club and act as the club spokesperson and community liaison.
  • Mediate any problems within the club.
  • Recruit members to fill any open board positions.
  • At the conclusion of term, oversee the tabulation of voting for the next board members and report the results to the general members.
  • Be available as an advisor to the next board (if possible).
  • If two people share the president position, they shall be called co-presidents. All duties of the position shall be shared in an arrangement that is mutually agreed-upon.

Vice President

  • Preside over board meetings in case of the President’s absence.
  • Send thank you notes to contributors.
  • Help President coordinate overall club activities and help President recruit members to the open Board positions.
  • Should the President be unable to complete the term of service, the Vice President will complete the term and the new Vice President will be chosen by the Board.

Treasurer

  • Receive all funds for the Club, getting a receipt for cash. Collect and record dues.
  • Notify membership Coordinator for payment of dues if received via check.
  • Check the PO Box weekly and distribute mail to appropriate Board Members.
  • Keep an accurate record of all money received and paid out. All payments to be made by check.
  • Report cash totals at all Board meetings. Give a copy of the balance sheet to the secretary to be entered into the monthly recording of the board meeting minutes.
  • Handle changeover for incoming Treasurer (signature cards, account information etc.).

Secretary

  • Record and prepare minutes for the monthly Board meetings.  Post minutes to the files on internal website following all Board meetings.
  • If unable to attend Board meeting, make arrangement for another member to take minutes.
  • Prepare and complete sign-in sheet for General meetings.
  • Manage public relations e-mail account, and forward incoming messages to appropriate parties.

Babysitting Co-Op Coordinator

  • The babysitting co-op coordinator must be a member of the babysitting co-op.
  • Ensure new and prospective Co-Op members complete all necessary informational material on Club’s internal website.
  • Schedule Co-Ops social events or special meetings.
  • Run the Co-Op meetings and present motions to the members of the Co-Op for a majority vote.
  • Maintain Co-Op books.
  • Follow the Babysitting Co-Ops By-Laws.

Marketing & Publicity Coordinator

  • Oversee the Club’s marketing efforts in support of its long- and short-term goals and objectives.
  • Manage and develop advertising campaigns, collateral, logo, signage and search engine marketing.
  • Perform market research and analysis and advise Club of findings.

Children’s Outing Coordinator(s)

  • Coordinate monthly outings to benefit children and their parents.
  • Poll membership regarding ideas for new outings and improvements to ongoing outings.
  • Prepare an announcement for the Club’s private online forums and create an event on the internal website for each outing.
  • Make arrangements for outings in advance.
  • Prepare an announcement and a review of each outing for the newsletter.

Community Service Coordinator/City Liaison(s)

  • Coordinate participation in worthwhile projects throughout the community.
  • Research the feasibility, cost and success of each idea.
  • Bring ideas and research before the board for approval.
  • Submit monthly status at Board meetings.
  • Organize committees for each function.
  • Document the success/failure of all activities and pass this information to the next coordinator.

Fundraising Coordinator (or Committee)

  • Generate ideas for fundraising involving the membership.
  • Research the feasibility, cost and success of each idea and bring ideas of research before the Board for approval.
  • Present any projects to the general membership and coordinate fundraising events.
  • Recap and document the success/failure of all fundraising activities and pass this information to the next Coordinator.

Media Organizer

  • Keep a historical scrapbook of all Club activities, photos from members, items in the press, etc.
  • Organize and maintain a repository of high-resolution photos approved for public use in the Club’s marketing materials.

Parent Support Coordinator(s)

  • Actively determine the needs of Club members who may need assistance or a boost during significant life events. The Parent Support Coordinator may:
  • Enlist volunteers for meals, babysitting, transportation, etc.
  • Send appropriate cards and/or flowers to members in need.
  • In case of new babies, provide the member with the new baby gift pack.

Membership Coordinator

  • Respond to membership inquiries made to the Club’s email address.
  • Provide prospective members with information on how to apply to the club online and assist with setting up a trial playgroup/event as needed.
  • Review and approve new member requests on club’s website
  • Collaborate with the club’s web coordinator to set up membership profiles for new member’s partner’s as requested.
  • Send new members a welcome email consisting of playgroup information, upcoming events, and contact information if they have any questions about the club.
  • Prepare the new member information for newsletter.
  • Coordinate New Member Welcome quarterly.

Parents Night Out Coordinator or Co-Coordinators

  • Coordinate outings to benefit members and/or their partners. Poll membership regarding new ideas for events and improvements to ongoing outings.
  • Prepare an announcement via Forums and create an Event via Calendar on the Club’s internal website for each outing.
  • Post a summary of each outing to SBPC’s online portal.
  • Make reservations for outings in advance.

Newsletter Editor

  • Collect, write and copy newsworthy items and information received from members to produce a monthly newsletter, and double check all information before printing the newsletter.
  • Publish a monthly calendar listing all activities.
  • Publish new members’ information monthly.
  • Create newsletter on a monthly basis.
  • Select articles to publish on the public blog, with permission from authors

Advertising Coordinator

  • Solicit ads for monthly newsletter, newsletter, and social media.
  • Coordinate with Treasurer to maintain records of payment and provide a letter or receipt to advertisers.
  • Maintain a record of when ads begin and expire.
  • Provide information to the Newsletter Coordinator.

Party Coordinator (or Committee)

  • Coordinate seasonal/quarterly events to benefit members and their families.
  • Be responsible for all monies in reimbursements related to each event.
  • Poll membership regarding ideas for new events and improvements for ongoing events.
  • Coordinate the storage of all extra party materials.
  • Prepare an announcement and review of each event for the newsletter.
  • Prepare an announcement for the Club’s private online forums and create an event on the internal website for each event.
  • Coordinate with Advertising Coordinator to field event sponsorships and party entertainment discounts.

Playgroup Coordinator

  • Place Club members wishing to be involved in a playgroup in touch with each other.
  • Keep a record of a play group contacts, meeting times and places.
  • Provide suggestions, ideas, etc. for playgroup locations.
  • Be available to play group members who might have any concerns or problems.
  • Provide playgroup updates for the newsletter.

Web Admin

  • Maintain and update the website on a monthly basis or as needed.
  • Administer and moderate online membership platform and Facebook chat group.
  • Administer online tools and 3rd party cloud software as needed.
  • Practically and continuously improve the club website.

Speaker Coordinator(s)

  • Coordinate speakers for quarterly speaker events, as directed by the Board, including all necessary correspondence (confirmation letters and thank you notes).
  • Encourage other members to suggest speakers are topics of interest.
  • Provide an announcement review for the newsletter
  • Prepare an announcement via Forums and create an Event via the Calendar on the Club’s internal website for each speaker event.

Membership Engagement Coordinator

  • Motivate members to contribute time and energy to the club by creating warm, welcoming volunteer opportunities.
  • Assist the board in recruiting and managing volunteers: send lists of volunteers to event coordinators, send reminders to volunteers prior to events, attend events where possible to coordinate volunteer activities.
  • Thank volunteers for their contributions via personal e-mail and in the newsletter.
  • Communicate volunteer expectations to members by attending new member welcome events as needed.
  • Monitor members’ volunteer hours.
  • Send periodic e-mails to members who have not completed their volunteer requirement and encourage them to do so. Include a list of upcoming opportunities.

Other (Non-Voting) Positions

Book Club Coordinator

  • Facilitate selection of monthly books and scheduling of meeting locations.
  • Publicize meetings via the internal website, with occasional email and newsletter contributions.

Scrapbook Subclub Coordinator

  • Facilitate scheduling of meeting locations.
  • Publicize meetings via the internal website, with occasional email and newsletter contributions.

Mothers Navigating Careers sub club

  • Organize events (e.g. speakers, brunch, headshot events) centered around providing support and/or resources to mothers who are navigating careers outside of the home.
  • Publicize meetings via the internal website.
  • Contribute periodic newsletter articles for “The Juggle” column that addresses issues pertaining to career and family.

ANNUAL BUDGET

The annual budget shall be prepared for the fiscal year. The Treasurer shall present in the budget to the board for approval at the earliest possible board meeting. The budget may be revised at any time during the fiscal year by approval of the Board. Board Members must present expenditures not contained in the annual budget to the Board for approval prior to execution. All expenditures require original receipt and must be turned into the Treasurer no later than 30 days after the date on the receipt.  Expenditures over budget of more than $50 shall require approval of the Board.

AMENDMENT PROCEDURE

Anyone wishing to amend these By-Laws must present a written proposal at a Board meeting. Any change of these By-Laws must be approved by simple majority of the entire Board. The Club By-Laws may be modified or revised at any time, for any reason, with each revision being identified by its effective date.

Members agree to accept and be bound by the bylaws, including any such modifications or revisions, with her without notice of changes. Members are encouraged to periodically review the bylaws of the club on the club website to remain apprised of any changes.