California School Public Relations Association

Articles of Incorporation and BYLAWS

-REVISED January 2022-

Article I – Name

The name of this chapter shall be the California School Public Relations Association (CalSPRA).

Article II – Mission

The chapter is organized and shall be operated exclusively for charitable, scientific and education purposes, as may qualify it as exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code of 1954, or any corresponding provision of any future United States Internal Revenue Law. More specifically, such purposes include, but are not limited to:

1. To advance the cause of education through sound school/community relations

2. To provide a medium for communication and exchange of ideas among members in order to promote professional growth

3. To establish a clear philosophy, develop effective techniques and promote sound practices for school public relations programs in California.

BYLAWS

Section 1 - Membership

All members will abide by the current code-of-conduct guidelines and pay annual fees as approved by the Executive Board to remain in good standing. Members who are not in good standing with CalSPRA may have certain membership privileges suspended or revoked as determined by the Executive Board.

Membership Categories

• Professional Member - An employee of an educational agency or education-related non-profit association or a consultant that provides direct advising and professional services to educational agencies and organizations not associated with a product or vendor service.

• Professional  Member Bundle - Three Professional Members as defined above. (Additional Professional Members can be added.)  

• Student/Academic Member - Granted by the executive board to full-time student or a professor in a communications, public relations, journalism,  marketing, education or related program in an accredited college or university. Recently graduated students who are not yet employed in the profession may continue their membership for three years.

• Golden Mentor - signified by lifetime membership, is granted by the executive board to members who are retiring from full-time status in the education public relations field, who were  members in good standing for at least five consecutive years

Section 2 - Dues 

The dues of the Association shall be established by the Executive Board.  Any changes in dues shall include an effective date.  

Section 3 - CalSPRA’s Executive Structure

The Executive Structure of the Association shall consist of the elected CalSPRA officers working in conjunction with the Executive Director. The CalSPRA officers shall act as the Executive Board of CalSPRA with the authority vested in it by the general membership.

The Executive Board shall hire and evaluate the Executive Director, authorize appointment of all committees, and shall formulate policies for the programs and services of the Association. A majority of the members of the Executive Board shall constitute a quorum for the transaction of all business. The Executive Board may remove any officer from office if, in the Board’s judgment, the officer’s actions have caused serious damage to the Association or to its reputation or cannot meet or has not met the responsibilities of the office. Such removal shall require a majority vote of the Executive Board.

Officers of CalSPRA shall be President, a President-elect (who shall become President after one year’s service as President-elect), a Secretary, a Treasurer and an Immediate Past President. Each officer and the Executive Director will be required to abide by the board member code-of-conduct, attend the annual CalSPRA conference, provide and/or attend succession training between officer positions, serve as a liaison on special committees, and participate in a minimum of two-thirds of regular Executive Board meetings and all Executive Board retreats.

1. President – The president shall perform the following duties:

   • Preside at all official meetings of CalSPRA and its Executive Board
   • Maintain active communication with the National School Public Relations Association and the Regional Vice President
   • Coordinate activities between CalSPRA and other appropriate organizations throughout the State and Nation
   • Represent CalSPRA to agencies and organizations when necessary;
   • Propose and adopt an annual budget in conjunction with Executive Board and Executive Director
   • Lead review and update of strategic plan with Executive Board and Executive Director
   • Provide oversight and direction to the Executive Director
   • Appoint chairpersons and special committees with Executive Board approval
   • Work with the Executive Board and Executive Director to develop annual evaluation goals for the Executive Director
     
     

2. President-Elect – The President-elect shall perform the following duties:

   • Perform all the duties of the President in the event of the inability of the President to act

   • Serve as program chairperson for the annual conference
     
     

3. Treasurer – The Treasurer shall perform the following duties:

   • Keep all records of funds and financial transactions of CalSPRA

   • Prepare and provide NSPRA with CalSPRA Annual Cash Flow Report

   • Provide financial statements to the Executive Board as needed

   • Disburse CalSPRA funds for normal, necessary and expected expenses as approved by the President and, with Executive board approval, disburse funds for any other expenses incurred by the Association

   • Prepare and present financial reports (including, but not limited to, net worth, itemized category, and income statements) at monthly CalSPRA meetings

   • Process, document, and report on all CalSPRA income

   • Assist in developing the annual budget aligning with the NSPRA Fiscal Year of September 1 through August 31
     
     

4. Secretary – The Secretary shall perform the following duties:

   • Keep  minutes of all CalSPRA Board meetings; prepare minutes for approval by Executive Board

   • Ensure compliance with CalSPRA by-laws

   • Distribution of communication to membership

   • Monitor and respond to CalSPRA email and voicemail in association with Executive Director

   • Moderate CalSPRA listserv
     
     

5. Immediate Past President – The Immediate Past President shall perform the following duties:
   

• Serve as chairperson of the nominating committee. 
• Serve as program chairperson for the annual awards

• Assist with the organizational duties as assigned by the President and the Executive Board
• Keep the Board informed about Association operation
• Assist with the review and updates of Strategic Plan
• Assist in developing annual budget
• Conduct the duties as assigned in the annual contract.

Section 4 - Committees

Nominating Committee – a standing committee led by the Immediate Past President and including two other members representative of the CalSPRA membership, the nominating committee shall perform the following duties: 

1. Accept nominations from CalSPRA members by mail or e-mail by April 1, following notices soliciting qualified candidates for office-
2. Consider the needs of the organization, discuss nominated candidates’ potential for office and prepare a slate of officers from among candidates whose qualifications include:

• Three years of experience in public relations, one of which is in the field of school public relations
• Current membership in CalSPRA
• Evidence of active participation in CalSPRA
• Current membership in NSPRA

6. Oversee the return of the ballots and announce the elected officers. 

Special committees may be appointed by the President with the approval of the Executive Board, which shall designate the powers of the committee and term of appointment.

Section 6 - Elections

1. Election of officers shall be concluded by May 1 of each year and the election results shall be reported to NSPRA national offices by the outgoing secretary by May 31. Newly elected officers shall officially take office on June1 and shall serve through May 31 of the following year.

2. Candidates receiving the highest number of votes (simple majority) shall be deemed elected to their respective offices. In the event of a tie, a runoff election shall be held.  

3. In the event of an unexpected vacancy or if a vacancy occurs during the unexpired term of any Executive Board member, the President shall appoint a member to fill the unexpired term with Executive Board approval.
   
   

Section 7 – Meetings

1. Annual Meeting: There shall be an annual meeting of CalSPRA held each school year. In conjunction with the Executive Director, the President shall prepare a report on the status of the Association. Copies shall be available at this meeting. It also shall be sent to each member and the National School Public Relations Association Vice President.

2. The Secretary shall notify all members of the annual meeting within 72 hours.

3. Other meetings of the CalSPRA Executive Board  shall be set at the discretion of the Executive Board.
   
   

Section 8 – Amendments

1. These Bylaws may be amended by a majority of the membership present at any CalSPRA meeting, provided a quorum of the Executive Board is present and the meeting has been announced to the membership in writing at least ten (10) days in advance of the meeting. 

2. The CalSPRA Executive Board may also choose to ask its membership to vote electronically. Two-thirds of voting members must agree to approve amendments.

3. When deemed necessary by the Executive Board, bylaw amendments can be included with officer candidate ballots.

Section 9 – Compensation and Reimbursement of Expenses

1. CalSPRA shall be responsible for expenses incurred by/on behalf of the current President to maintain membership in the National School Public Relations Association during the President’s year in office (if not paid by the President’s employer), as well as all normal and reasonable expenses incurred to attend the NSPRA national conference, including registration, travel, food and lodging.

2. CalSPRA shall be responsible for expenses incurred by/on behalf of the Executive Director to maintain membership in the National School Public Relations Association, as well as all normal and reasonable expenses incurred to attend the NSPRA national conference and CalSPRA conference, including registration, travel, food and lodging.

3. It shall be considered a conflict of interest to reimburse members of CalSPRA (or their districts/county offices/business) for the use of the member’s/member’s staff’s time, talent or services to the organization. All reimbursement to members shall be limited to actual expenses incurred in providing such service to the organization, and requires approval of the Board of such expenditure prior to incurring the expense.

4. Expenses incurred by members of the board while performing the normal duties of their office shall be the responsibility of the board member or their employer. Any reimbursement to Board members to cover any other expenses incurred on behalf of the organization shall require prior approval of the board.
   
   

Section 10– Prohibited Activities

No part of the earnings of the chapter shall inure to the benefit of, or be distributable to, its directors, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributes in furtherance of the purposes set forth in these Bylaws. Except as provided in Section 501(h) of the Internal Revenue Code of 1954, or any corresponding provision of any future United States Internal Revenue law, no substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the Corporation shall not participate in, or intervene in (including the publishing or distribution of campaign statements) any political campaign on behalf of any candidate for public office.

Notwithstanding any other provision of these Bylaws, the organization shall not carry on any other activities not permitted to be carried on:

1. By a corporation exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code of 1954, or the corresponding provision of any future United States Internal Revenue law, or

2. By a corporation, contributions to which are deductible under Section 170 (c)(2) of the Internal Revenue Code of 1954, or the corresponding provision of any future United States Internal Revenue law.

Under dissolution of the corporation, the Executive Board shall, after paying or making provision for the payment of all liabilities of the corporation, dispose of all the assets of the corporation exclusively for the purpose of the corporation in such manner, or to such organization or organizations organized and operated exclusively for charitable, educational, or scientific purposes as shall at the time qualify as an exempt organization or organizations under Section 501 (c)(3) of the Internal Revenue Code of 1954, or the corresponding provision of any future United States Internal Revenue law, as the Executive Board shall determine. 

Section 11 – Affiliation

CalSPRA is a chapter of the National School Public Relations Association.

Amended on: December 12, 2021

Approved on: January 27, 2022