Orangevale Open K-8 School

Site-Based Management Guidelines

Orangevale Open’s Mission        5

Purpose of the Orangevale Open Site-Based Guidelines        5

History of the Orangevale Open Program        5

Program Philosophy        5

Guiding Principles        6

Continuous Improvement Cycle        6

Communicating Concerns and Getting to Resolution        7

Community Member Roles        7

Students        7

Parents        7

Teachers        8

Principal        9

Classified/Support Staff        9

Organizational Structure        9

Site-Based Management Team        9

1. Definition        9

2. Meetings        9

3. Discussions and Decisions        9

4. Membership        10

5. Attendance        11

6. Communication        11

7. Ad Hoc/Sub-Committees        11

Steering Committee        11

1. Definition        11

2. Meetings        12

3. Discussions and Decisions        12

4. Membership        12

5. Attendance        13

6. Communication        13

7. Ad Hoc/Sub-Committees        13

Technology Committee        13

Definition        13

Meetings        13

Discussions and Decisions        13

Membership        13

Attendance        14

Communication        14

Grade Level Representation        14

1. Class Coordinator        14

2. Grade Level Treasurer        14

3. Class Secretary        15

4. Parent Volunteer Coordinator        15

5. Field Trip Coordinator        15

6. Discussions and Decisions        16

PTSO Partnership        16

Financial Resources Guidelines        16

Funds from Booster Groups        17

SBMT Advise and Consent with PTSO Finance Team        17

Guideline Amendments        17

Addendum A Site-Based Management Team Reporting Hierarchy        19

Revision History

(Tracked since 10/22/07)

1. Orangevale Open’s Mission

“Learning by doing, together, the mission of the Orangevale Open K-8 Community is to cultivate in all students the curiosity that leads to creativity, lifelong learning, and responsible citizenship by connecting meaningful experiences to individual passions and motivation in a trusting, collaborative environment.”

2. Purpose of the Orangevale Open Site-Based Guidelines

Between 1994 and 1996, the San Juan Unified School District offered the opportunity for schools to be self-managed. Orangevale Open opted to take advantage of that and created the Site-Based Management Team (which serves as the School Site Council) along with the Guidelines. This document outlines student, parent, and teacher roles, the organization of our school, responsibilities of classroom officers, and other guiding principles. The Orangevale Open Site-Based Guidelines provide the structure for the program to operate.

3. History of the Orangevale Open Program

Orangevale Open began as a program within an existing traditional school. The “Open” program was started with one classroom in 1974 after parents held a Round Robin at the District Office to demonstrate the type of education they advocated for their children.  They envisioned education based on real life experiences (field trips) and community.  The education they envisioned also valued all students as learners, encouraged students to do their personal best, and provided rigorous and self-directed, non-competitive learning experiences.  They believed school should be based upon the understanding that learning is a process and not test preparation. As a part of this sensibility, everyone was seen as a learner; adults and children all went by their first names because they were all equal partners in the process.

The program grew, expanding to encompass the entire original physical location of Orangevale Open (in Orangevale at the corner of Filbert and Central Avenues). In 1993, a committee formed to research and gather information about changing from a K-6 school to a K-8 school. The committee recommended the change, and support was unanimous among the staff; about 97% of the parents agreed. The proposal to become a K-8 was presented to the SJUSD School Board. This was approved, but not funded. In April 1994, there was one 7th grade class.  In order to purchase portables for the next year, the dog-leg piece of land at the old site (Central and Filbert Avenues) was sold in July 1994 to Orangevale Park and Recreation.

The District had no other K-8 schools. Orangevale Open was a new kind of program that did not fall under the category of Elementary or Middle School. This made funding difficult to obtain. Books and materials were borrowed from a neighboring school. Since then, other K-8 schools have emerged within SJUSD and the K-8s are fully recognized and funded.

Through the years, Orangevale Open has been a pioneer in developing innovative ways to instill a love of learning and to encourage all community members to have an active role in the process.

4. Program Philosophy

“Education is not preparation for life; education is life itself.” John Dewey

The philosophy of Orangevale Open recognizes that children are already immersed in their own learning and bring their individual strengths and interests to the school environment. The program structure and atmosphere encourages students to express their unique perspectives in collaborative projects so they may discover their roles as participants in society. These experiences engage students so that learning becomes meaningful and deep. At the center of the open program is the belief that the learning acquired within the process of doing is more important than the end product. Education is more than knowledge, and at Orangevale Open students are encouraged to develop their voice, confidence, interpersonal relationships, creative expression and problem solving skills with an emphasis on taking ownership of their learning. Lifelong learning extends beyond the walls of the classroom throughout our campus, into the local community and out into the world. Our community of teachers, staff, parents, and students works together to develop an inherent balance of freedom and responsibility so that children become experienced self-directed learners.

5. Guiding Principles

At Orangevale Open K-8 School, learning is a child-centered, creative process involving students, staff and parents.

So that we may best educate all students to become responsible and life-long learners, we have established eight Guiding Principles for open education at Orangevale Open. As a learning community, we strive to:

• To develop a love of learning within each child
• To extend the learning environment beyond the classroom and to link instruction to real life through field trips and community resources
• To promote personal best rather than competition and to involve students in establishing their own goals
• To create an environment that strengthens self-confidence and that allows students to take risks and to learn from mistakes
• To appreciate and celebrate uniqueness and to develop respect for self and others
• To learn through hands-on activities and experiences and to emphasize process rather than product
• To foster developmentally appropriate learning environments that encourage responsible choices and that provide opportunities for students with all learning styles
• To be a strong, caring community that feels like family

Orangevale Open K-8 is a “choice” public school within the San Juan Unified School District. It draws children and their families from throughout the community. Our goal is to be representative of the local population. The program was planned and designed to offer an alternative education experience within the public school system. Current residents of San Juan Unified School District are eligible to attend. For more information, visit the San Juan Unified School District website (www.sanjuan.edu).

6. Continuous Improvement Cycle

As a part of our ongoing plan for excellence in open education, we will gather feedback (from surveys, conversations, forums, and planned meetings) on a regular basis. This feedback and our research on best practices/innovation, combine to ensure the continuity of our program and that the education we intend to provide is the education that is actually being experienced.

Annually we develop our Single Plan for Student Achievement (SPSA).  Our SPSA contains information on how OVO K-8 meets the Goals and Objectives of the SJUSD Local Control and Accountability Plan (LCAP).

7. Communicating Concerns and Getting to Resolution

Concerns and problems should be directed to the person most immediately involved. The Principal, teachers, and other parents are available to help resolve conflicts or concerns. Prior to taking issues to the District it is highly recommended to try and resolve the issue within the school or program first.

8. Community Member Roles

Orangevale Open Community Members include students, parents, certificated staff, classified staff, and our administrator.

1. Students

Students at Orangevale Open K-8 engage actively in learning that is relevant and designed to stimulate their curiosity. OVO students explore their motivators and their individual passions, nurturing a love of learning. They discover that the process of learning is as valuable as the product. They are role models, collaborators, contributors and leaders, fully immersed in a caring educational community where they take healthy risks that promote intellectual and social growth. Students reflect upon their strengths, interests and responsibility throughout the process of learning. They understand the connection between their actions and others; they are accountable for their behavior and they accept consequences. OVO students are responsible, respectful citizens.

Students (and parents) will be asked to sign the Parent/Student Program Agreement form at the beginning of each school year.

2. Parents

The Open Program is a community where all members have an important role to play. An Open Program could not exist without the continuing support of the parents. Parents should make a personal commitment to the school by becoming knowledgeable about the school and its offerings, volunteering their own unique talents, and making their time and talent available to all students and school community members. Parents’ commitment to the “Open Program” should go beyond what a “traditional” program elicits. Parents will benefit from their own involvement as well.

Parents agree to support the philosophy and elements of the Open Program by:

• Supporting their child academically through academic and social support from home.
• Maintaining communications with their children’s teachers via conferences, class and school communication methods, and student-teacher-parent contracts and projects.
• Volunteering time in the classroom. The suggested number of hours per week is:

• 2 hours per child, per week if there is 1 child enrolled in the program
• 1.5 hours per child, per week if there are 2 children enrolled in the program
• 1 hour per child, per week if there are 3 or more children enrolled in the program

• Making a monthly monetary donation for program materials, technology, and enrichment.
• Providing their email address to their Class Coordinator so that they can receive the grade level based information.
• Keeping their email address updated in Student Information System so they can receive the weekly OVO Connection.
• Attending monthly meetings with each of their children’s teachers and the parent booster group for that class to stay informed about classroom matters and schoolwide events.
• Participating in or assisting with field trips and other activities such as Round Robin, class yearbook, plays, and more.

Parents (and students) will be asked to sign the Parent/Student Program Agreement form at the beginning of each school year.

The Orangevale Open Program does not discriminate because the parent/guardian does not volunteer or donate. No student will be denied an education because he/she does not donate toward supplies, lab expenses, PE clothes, and the like. District Board Policy and Administrative Regulation 3260 state “A student enrolled in a school shall not be required to pay any fee, deposit, or other charge not specifically authorized by law,” and “The District shall charge only those fees specifically authorized by law. Schools and school employees will handle all requests for an inability to pay due to lack of funds in a confidential and respectful manner.

3. Teachers

Teachers at Orangevale Open K-8 cultivate in all students the curiosity that leads to creativity, lifelong learning, and responsible citizenship by connecting meaningful experiences to individual passions and motivation in a trusting, collaborative environment.

Teachers at OVO use developmentally appropriate, student-centered instructional strategies that:

• Cultivate curiosity that leads to creativity.
• Connect meaningful experiences to students’ individual passions and motivation.
• Lead to development of and reflection upon goals that students have set for themselves.
• Extend learning beyond the classroom.
• Promote pursuit of personal best rather than competition.
• Demonstrate and teach an appreciation of uniqueness and respect for self and others.
• Address and support personalized learning goals.
• Facilitate cross-aged collaboration and learning.
• Center around hands-on activities and experiences that emphasize process rather than product.

Teachers in an open school are responsible for creating a child-centered environment that encourages responsible choices, strengthens self-confidence, and allows students to learn from mistakes and to take risks.

4. Principal

In addition to the responsibilities and qualifications that school administrators must possess, the Principal’s role in an open structure school is that of support, leadership and communication. The Principal is responsible for supporting OVO in the following ways:

• Demonstrating, modeling, teaching and upholding the open philosophy.
• Demonstrating, modeling, teaching and upholding the Mission of Orangevale Open K-8.
• Providing the leadership to facilitate the discovery and implementation of best teaching practices.
• Providing the leadership to ensure that the learning environment is optimal.
• Participating in Steering and, in monthly Class Meetings as deemed necessary.
• Facilitating the reflection and self-evaluation by the staff and parent community of OVO and practices to ensure continual commitment to and improvement of our open school.

5. Classified/Support Staff

The support staff includes custodians, instructional assistants, cafeteria personnel, and yard duty aides who contribute to the education and experience of members of the Orangevale Open K-8 Community. They provide enrichment, remediation, support, and continued learning consistent with Orangevale Open’s program.

9. Organizational Structure

1. Site-Based Management Team

1.        Definition

The Site-Based Management Team (SBMT) is the primary leadership and decision-making body for Orangevale Open. The SBMT acts as a clearinghouse for school-wide policy decisions that have their foundation in student and community learning. All community groups have access to the SBMT through their corresponding community representatives.

2.        Meetings

The SBMT meets approximately once a month from September through May. Agendas are posted in advance and are open to all school community members. Meeting minutes are taken by the SBMT Secretary.

3.        Discussions and Decisions

SBMT decision-making is by consensus. Consensus is a process for group decision-making in which entire groups of people come to an agreement. The input and ideas of all participants are gathered and synthesized to arrive at a final decision acceptable to all. Through consensus, we are not only working to achieve better solutions and synthesize many diverse elements, but also to promote the growth of community and trust.

A quorum is 50% plus one of the members; each community group (teachers, parents, and students if applicable) must be represented. When a quorum is present at meetings, 100% consensus among those in attendance is needed for a decision to be made. If consensus cannot be reached, any decision requires a 90% vote of approval from those present. Dissenting members must then honor the majority vote and support the decision.

While most issues at Orangevale Open will be decided by the SBMT, the SBMT may determine that the Steering Committee will be the decision making body on a certain issue.

The SBMT can:

1. Edit these Guidelines to fix errors or to comply with State or District law or policies.
2. Revise these Guidelines for editorial purposes.
3. Make recommendations for amending the by-laws by following the process in Section XI.  
4. For any approved amendment, the SBMT Secretary will revise the Guidelines and ensure they are posted and announced before the following SBMT meeting.
5. The SBMT Secretary must document each revision on the Revision History chart in the Guidelines.
6. Once an amendment is passed, it will be in effect (unless a previously stated date is set.)

4.        Membership

An equal number of parents/guardians to staff (which includes an administrator and classified staff members) will participate in the SBMT and are elected by their community group. In addition, there may be student representation from a member of the student body from grades 6-8. The terms of service of SBMT members from all community groups are staggered, thereby providing both continuity and variety for the SBMT. Members who have served their term may be re-elected by their community group, although the election of new members is encouraged to allow for a variety of represented viewpoints.

An SBMT parent member election shall occur each spring, electing parent representatives to fill parent positions being vacated at the start of the following academic year.

One member of the SBMT will serve as the Chairperson for the Site Based Management Team Meetings. The Chairperson will help set the agendas and conduct the meeting. The Chairperson shall be appointed by consensus of the SBMT.

One member of the SBMT will serve as the Secretary for the Site Based Management Team Meetings. The Secretary will keep the minutes from the meeting. The SBMT Secretary shall be appointed by consensus of the SBMT.

One member of the SBMT will serve as the chairperson for the Steering Committee Meetings, or a Steering Chairperson will be appointed by the SBMT Chairperson.

In the event that a member cannot complete his or her term, the community groups will elect their representatives according to the following term guidelines:

5.        Attendance

Members of the SMBT are required to be present at all SBMT meetings. Failure to be present at SBMT meetings may result in forfeiture of the position held by that member.

Any community group member is welcome to attend SBMT meetings. Only elected SBMT members may participate in voting during SBMT meetings.

6.        Communication

SBMT meetings are open to all community member groups and their subcommittees. The SBMT should receive input routinely from these groups. A monthly meeting in conjunction with the Steering Committee serves as an essential and dynamic method of communication with a wider audience.

The SBMT will gather information, as laid out in Appendix A, receive input and then will disperse that information through the same routes. Thus, the visual model depicts the flow of communication in two directions. This model also deserves a holistic interpretation: the function of the entire learning community is dependent upon the individual efforts of each subgroup represented in the model.

All groups must take responsibility for their own communication with the SBMT.

7.        Ad Hoc/Sub-Committees

The SBMT has the ability to create its own ad hoc committees and subcommittees, as the need arises. All such committees are subject to the constraints of these Guidelines and must be responsible for communication with the SBMT. Any committee formed in a subject area that affects the entire school must include a member of the SBMT.

2. Steering Committee

1.        Definition

The Steering Committee is a vehicle for parents and teachers to voice new ideas or concerns regarding the total Program. The Steering Committee assists in problem solving, disseminating information and publicity, and periodically generating in-house reviews of the Open Program. The Steering Committee is a place where concerns, controversial topics, and ideas can be presented and discussed.

2.        Meetings

Regular Steering Committee meetings are held monthly. Special Committee meetings will be scheduled as needed. The Steering agenda is created and posted by the SBMT. Staff and Class Coordinators are required to attend; all interested parents are invited to attend.

3.        Discussions and Decisions

The Steering Committee is generally not a decision-making body. Recommendations of the Steering Committee are forwarded to the SBMT for decision making; the SBMT can then make the decision or request that Steering bring it to monthly parent meetings for a vote.

Steering Committee recommendations to the SBMT should be determined by consensus of the Steering Committee members. Consensus is a process for group decision-making in which entire groups of people come to an agreement. The input and ideas of all participants are gathered and synthesized to arrive at a final decision acceptable to all. Through consensus, we are not only working to achieve better solutions and synthesize many diverse elements, but also to promote the growth of community and trust.

A quorum is 50% plus one of the members; each community group (teachers/staff and Class Coordinators) must be represented. When a quorum is present at meetings, 100% consensus among those in attendance is needed for a decision to be made. If consensus cannot be reached, any decision requires a 90% vote of approval from those present. Dissenting members must then honor the majority vote and support the decision.

The Steering Committee Chairperson will vote only in case of a tie. (If a class has two or more Class Coordinators, they share a vote between them. If a parent is a Class Coordinator for more than one class, they have one vote per class for which they hold that position.)

Once an amendment is passed, it will be in effect (unless a previously stated date is set.)

An email vote can be conducted. At least 50% plus one of the SBMT members must respond; at least 90% of those must respond one way or another for the proposal to pass or fail and community member groups must be represented in the responses. An end date for voting on any proposal must be clearly stated in the email announcing the proposal and email vote.

4.        Membership

• Steering Committee Chairperson: Selected by the SBMT. Qualifications include two years as an Open Parent and one year as a Class Coordinator. It is recommended that the Chairperson not serve as a Class Coordinator during her/his term of office. In the event the Chairperson is a Class Coordinator s/he may retain his/her voting right as a Class Coordinator. Otherwise, the Chairperson is not a voting member of the Steering Committee (votes only in case of a tie.) The Chairperson is limited to two consecutive terms. If requested by the Chairperson, facilitation training will be provided. The chairperson is responsible for:

• coordinating Steering Committee activities
• facilitating monthly Steering Committee meetings
• acting as liaison between the Steering Committee, SBMT, Principal, and the San Juan Unified School District.

• Class Coordinator: Acts as a spokesperson for their class and reports Steering Committee activities back to their classroom.
• Teachers/Staff/Principal: Acts as a spokesperson for their peers and class and can help the Class Coordinator report Steering Committee activities back to their classroom/peers.
• Steering Committee Secretary: Records, prepares, and distributes Steering Committee meetings minutes before the next parent meeting for any grade.

5.        Attendance

Members of the Steering Committee should be present at all Steering Committee meetings. Failure to be present at Steering Committee meeting may result in forfeiture of the position held by that member. If a member cannot attend a meeting, they can get another parent from their class to attend in their place and inform their teacher.

Any community group member is welcome to attend Steering meetings. Only elected Steering members (teachers and Class Coordinators) may participate in voting during Steering meetings.

6.        Communication

Steering Committee meetings are open to all parents. The Steering Committee meeting minutes will be distributed to all families and posted on the school website.

All groups must take responsibility for their own communication with the SBMT.

7.        Ad Hoc/Sub-Committees

The Steering Committee has the ability to create its own ad hoc committees and subcommittees, as the need arises. All such committees are subject to the constraints of these Guidelines and must be responsible for communication with the SBMT. Any committee formed in a subject area that affects the entire school must include a member of the SBMT.

3. Technology Committee

1. Definition

The Technology Committee is accountable for technology donations, financial reporting, and the research and prioritizing of technological needs of Orangevale Open.

1. Meetings

Regular Technology Committee meetings are held monthly. Special Committee meetings will be scheduled as needed.

2. Discussions and Decisions

Technology Committee decision-making is by consensus.

3. Membership

• One teacher from each grade level
• One parent from each grade cluster (K-3, 4-6, 7-8)
• Principal
• Secretary: appointed by the committee; keeps minutes and distributes them prior to the next Technology meeting.
• Treasurer: appointed by the committee; responsible for managing the budget.

Members are expected to regularly attend meetings. Decisions will be made through consensus of committee members.

4. Attendance

Members of the Technology Committee should be present at all Technology Committee meetings.

Any community group member is welcome to attend Technology Committee meetings.

5. Communication

Technology Committee meetings are open to all parents. The meeting minutes will be distributed to all families. Parent members will be conduits for communication through relaying information at monthly parent meetings and by writing articles for the weekly Connection newsletter.

4. Grade Level Representation

Each grade level at OVO has an independent Parent Group consisting of adult representation for each child within the grade for that particular school year. The Finance Team, a subcommittee of the PTSO, will maintain a single treasury (account) of donations for that grade as they progress from Kindergarten through 8th Grade.

These groups meet once a month with the teacher(s) to discuss curriculum, students’ developmental needs, field trip plans, and all school activities in order to ensure that the budget is meeting the targeted expenditures.

Each classroom will have the following officers chosen from the Grade Level (one class officer position per individual, per classroom). Officers must respect the privacy of families and confidentiality of issues that may arise.

1.        Class Coordinator

The Class Coordinator for the grade level should have been a parent at OVO for at least one year. This position:

• Supports the teachers and the program.
• Acts as a liaison between teachers, officers, and parents.
• Attends appropriate training in the beginning of the school year.
• Leads booster group meetings.
• Prepares agenda for booster group meetings in conjunction with classroom teachers.
• Attends monthly Steering Committee meetings.
• Prepares, maintains, and distributes updated class list which includes names, email addresses, and phone numbers of class parents and students. All parents must approve their information to be published for the roster. Information on the roster is to be used for school-related purposes only. Street addresses can be included if a class/grade votes to include them. A roster can be compiled and distributed for the entire grade if all classes in that grade vote for that and if it is approved.
• Will be approved by the classroom parents.

2.        Grade Level Treasurer

The Grade Treasurer should have been a parent at OVO for at least one year. The Finance Team Head Treasurer should have at least one year experience as a Grade Treasurer at OVO. The grade level treasurer position:

• Collects and disburses Grade Level funds for the grade.
• Attends appropriate training in the beginning of the school year.
• Accepts parent donations to the Grade Level account and submits them for deposit.
• Reports on the status of the Grade Level account at each parent meeting.
• Grade Level Treasurer will follow the guidelines outlined in the PTSO Treasury SOP.
• Initiates yearly budget process with the Finance Team and grade level teachers.
• Participates in an annual in-service training.
• Will be approved by the classroom parents by popular vote at the last meeting of every current school year for the following school year.

3.        Class Secretary

The Class Secretary for the Grade Level has the following responsibilities:

• Assists the Class Coordinator in communication of class activities and news.
• Takes minutes at monthly parent meetings, and makes them available within a reasonable time frame for that class.
• Maintains a file of the minutes for the school year.
• Will be approved by the classroom parents.

4.        Parent Volunteer Coordinator

The Classroom Volunteer Coordinator should have been a parent at OVO for at least one year. This position:

• Meets with the teacher to discuss classroom needs related to volunteers and determines the desired method of contacting parents to arrange volunteer work schedules.
• Types, duplicates, and distributes the volunteer work schedule to parents.
• Acts as liaison for the teacher and parents when the need arises related to classroom scheduling.
• Helps set up a parent “To-Do” box to help keep parents busy and on task in the classroom.
• Assists in in-servicing parent volunteers.
• Surveys classroom parents for talents that could be leveraged for school activities such as Round Robins.
• Organizes volunteers for Round Robin activities. Completes and distributes sign-up sheets at least one week prior to Round Robin events.
• Will be approved by the classroom parents.

5.        Field Trip Coordinator

The Field Trip Coordinator should have been a parent at OVO for at least one year. This position:

• Attends appropriate training in the beginning of the school year.
• Sets up the field trip schedule.
• Organizes drivers.
• Provides a list of drivers to the teacher prior to each trip.
• Ensures all drivers have current and approved auto usage forms on file in the office.
• Makes arrangements for field trips.
• Assists teachers in locating materials necessary for various fields of study.
• Provides field trip cost information and breakdowns, and drivers’ credit information to class treasurers in a timely manner
• Will be approved by the classroom parents.

6.        Discussions and Decisions

Anything that alters the budget for a Grade Level must be presented to the Parent Group for a vote. For other activities involving that classroom, the Class Coordinator may determine the need for a vote.

All decision-making is by consensus. (Consensus is a process for group decision-making in which entire groups of people come to an agreement. The input and ideas of all participants are gathered and synthesized to arrive at a final decision acceptable to all. Through consensus, we are not only working to achieve better solutions and synthesize many diverse elements, but also to promote the growth of community and trust). All decisions should take place at monthly parent meetings.  Electronic voting should only be used for emergency situations where voting at a parent meeting isn’t possible.

If consensus cannot be reached, any decision requires a majority vote of those present. In case of emergency electronic voting, after a published window of time, the majority of those responding to the ballot and casting votes of 50% + 1 will constitute a final decision from those participating in the decision process. Dissenting members must then honor the majority vote and support the decision.

An email vote can be conducted. At least 50% plus one of the respondees must respond one way or another for the proposal to pass. An end date for voting on any proposal must be clearly stated in the email announcing the proposal and email vote.

5. PTSO Partnership

The Orangevale Open Parent Teacher Student Organization (PTSO) operates according to the Bylaws of the PTSO and the principles of Orangevale Open K-8 as communicated to the PTSO Board of Directors by the membership. The PTSO membership is composed of all Orangevale Open parents, guardians, teachers and staff. Students are encouraged to participate through the student council. The PTSO supports OVO through a variety of sponsored committees, enrichment, events, fundraisers, and assemblies.

All monies that come in through parent payments, donations, club dues, requested fees and fundraisers come in under the 501©3 designation of the PTSO and shall, therefore, be governed by the rules of the PTSO by-laws and treasury guidelines.  Site shall designate a PTSO Financial Liaison who shall provide oversight on several important annual accounts.

1. PTSO Liaison : The  PTSO financial liaison shall  work with the finance team to  annually

• Verify and look over tax returns. Make sure the PTSO is in compliance with all IRS deadlines and reporting requirements.
• Provide oversight on any changes made to by-laws and /or treasury guidelines or handbooks. In the case of a concern it may be brought before Site or handled internally by the finance team.
• Confirm that changes are not being made on a whim but as a matter of procedure and are in compliance with the standard legal guidelines of a nonprofit organization.  

10. Financial Resources Guidelines

1. Funds from Booster Groups

The Orangevale Open Program does not discriminate because the parent/guardian does not volunteer or donate. No student will be denied an education because he/she does not donate toward supplies, lab expenses, PE clothes, and the like. District Board Policy and Administrative Regulation 3260 state “A student enrolled in a school shall not be required to pay any fee, deposit, or other charge not specifically authorized by law,” and “The District shall charge only those fees specifically authorized by law. Schools and school employees will handle all requests for an inability to pay due to lack of funds in a confidential and respectful manner.

OVO PTSO disclaimer: The treasury and financial concerns of OVO have been taken on voluntarily by members of the PTSO. Any questions, concerns or complaints should be directed to PTSO. This set of guidelines and procedures has been carefully engineered in conjunction with OVO administration and leadership. Additionally the PTSO has sought consultation from outside entities including but not limited to: the San Juan School District, accountants, lawyers, the IRS, and nonprofit consultants

2. SBMT Advise and Consent with PTSO Finance Team

The SBMT will periodically review the PTSO Treasures SOP and provide advice and consent to the PTSO regarding policies and procedures.  The SBMT will also annually review the tax documents related to the PTSO tax fillings..

11. Guideline Amendments

These Guidelines may be amended in the following ways:

1. The SBMT can edit these Guidelines to fix errors or to comply with State or District law or policies.
2. The SBMT can revise these Guidelines for editorial purposes.
3. The SBMT can make recommendations for an amendment to the Steering Committee and ask the Steering Committee to discuss the amendment and then:
4. vote on it at the Steering Meeting, or
5. take it to the monthly parent meetings for a vote. If the SBMT asks the Steering Committee to take a proposal to the monthly parent meetings for a parent vote, the Class Coordinators will take the proposal back to the next monthly parent meeting. The SBMT Secretary will prepare and distribute ballots. The ballots will be distributed and collected at the parent meeting.

In the event of a complex issue, the SBMT can ask the Steering Committee to postpone the vote until the second parent meeting to permit in-depth consideration of the issue.

Absentee ballots will be available through Class Coordinators. Individual votes will be counted. Each family (not each parent) will have one vote.

A majority vote in favor of the proposed amendment from those present at the meeting is required for the amendment to pass. A majority is defined as 50% +1.

For any approved amendment, the SBMT Secretary will revise the Guidelines and ensure they are posted and announced before the following SBMT meeting.

The SBMT Secretary must document each revision on the Revision History chart in the Guidelines.

Once an amendment is passed, it will be in effect (unless a previously stated date is set.)

Addendum A        Site-Based Management Team Reporting Hierarchy 

(An overview is below, a more detailed version is found on the link above)