Proposed Changes to the Kehrs Mill PTO Bylaws
The Kehrs Mill PTO Executive Board proposes the following changes to the current bylaws. These changes to the fiscal policy follow the recommendation of Rockwood’s umbrella PTO organization. Please take a minute to review the changes (text in italics) and be ready to vote to approve them at the General PTO meeting on February 25. The entire bylaws can be found below.
ARTICLE IV: POLICIES
Section 7. Any notice required or permitted to be given to members may be given by written notice (including distribution of flyers and posting notices through the school) by telephone, facsimile, electronic mail, website updates
or any combination thereof, or by any other method reasonably designed to reach members.ARTICLE IX: FISCAL POLICY
Section 2. Each committee chairmen has access to the budgeted funds for his or her committee during the current year only. These funds will be disbursed by the Treasurer provided the expense falls within the committee’s budget and is substantial by a purchase order or receipt. All reimbursement requests must be received within 7 days of the end of the school year unless otherwise approved by the Treasurer.
Section 6. Annual budget surplus determined and verified at June Executive Board meeting will be held until the first PTO general meeting in the fall where proposal is presented by PTO executive board and voted upon by general membership. No more than 15% of the total annual budget will be rolled over to the new fiscal year unless designated for a specific purpose.Section 7. Unbudgeted expenses up to $100 may be approved by any member of the Executive Board. The President may approve unbudgeted expenses up to $1000 with a majority approval from the Executive Board. Unbudgeted expenses greater than $1000 must be approved at a regular meeting of the organization by two-thirds vote of the members present and voting.Section 8. All checks and withdrawals must contain two authorized signatures to be considered valid.Section 9. All monies collected during activities sponsored by the PTO shall be counted by two people before leaving the event. The deposit slip should be prepared at the time of count. Both counters must sign the deposit slip.
CONSTITUTION AND BYLAWS
OF THE KEHRS MILL ELEMENTARY
PARENT TEACHER ORGANIZATION
ARTICLE I: NAME
The name of this organization shall be the Kehrs Mill Elementary Parent Teacher Organization of Chesterfield, MO 63017 (otherwise known as the Kehrs Mill PTO).
ARTICLE II: ARTICLES OF ORGANIZATION
The organization exists as an unincorporated organization of its members. It’s "Articles of Organization" comprise these Bylaws as from time to time amended and its Articles of Association, if any. In absence of separate Article of Association, the Bylaws shall be deemed to be the Articles of Association. In the event of any conflict between these Bylaws and the Articles of Association, these Bylaws shall govern.
ARTICLE III: PURPOSE
Section 1. The objectives of the organization are:
a. Enhance children’s learning experiences by providing enrichment programs and social activities.
b. Provide opportunities for community service to promote citizenship as part of a well-rounded education.
c. Support the staff and school.
d. The Association is organized exclusively for charitable, educational, religious, or scientific purposes within the meaning of Section 501c3 of the Internal Revenue Code.
e. To raise funds for school programs and equipment to enhance the education of students.
Section 2. The objectives of this organization are promoted through an educational program directed towards parents, teachers and students; are developed through committees, projects and programs; and are governed and qualified by the basic policies set forth in Article IV.
ARTICLE IV: POLICIES
Section 1. The program of this organization shall be educational and shall be developed through conferences, committees, and projects.
Section 2. This organization shall be noncommercial, nonsectarian, and nonpartisan. No commercial enterprise or candidate shall be endorsed by it. The name of the organization and names of its officers in their official capacities shall not be used in connection with a commercial concern or with any partisan interest of for any other purpose than the regular work of the organization.
Section 3. This organization shall not seek to direct the administrative activities of the school or to control its policies.
Section 4. This organization may cooperate with other organizations and agencies active in child welfare, such as conference groups or coordinating councils, provided they make no commitments that bind their groups.
Section 5. This organization exists as an unincorporated organization of its members. Its Bylaws comprise these "Articles of Organization" as from time to time may be amended and reviewed.
Section 6. In no way shall one member, officer, or committee chairperson make policy, program, or expenditure decisions, or bind the PTO in any way, absent the consent of the PTO Executive Board. When representing the Organization, any member, officer, or committee chairperson shall be aware of the authority extended by the Organization and shall not exceed such authority.
Section 7. Any notice required or permitted to be given to members may be given by written notice (including distribution of flyers and posting notices through the school) by telephone, facsimile, electronic mail, or any combination thereof, or by any other method reasonably designed to reach members.
ARTICLE V: MEMBERSHIP AND DUES
Section 1. Any parent or guardian of students enrolled at Kehrs Mill Elementary School and any staff member who is interested in the objectives of the PTO and willing to uphold its policies and subscribe to its Bylaws is automatically a member of the Kehrs Mill PTO.
Section 2. The annual dues, if any, are to be decided upon by the PTO Board at their first official meeting held after installation of the officers.
Section 3. The membership year will be from July 1-June 30. The same as fiscal year.
ARTICLE VI: INUREMENT OF INCOME
No part of the net earnings of the Association shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons except that the Association shall be authorized and empowered to pay reasonable compensation for services rendered.
ARTICLE VII: OFFICERS AND THEIR ELECTION
Section 1. The Officers of the Organization shall be President, President Elect, Vice President of School Support, Vice President of School Events, Vice President of Fundraising, Vice President of Communication and Treasurer. These officers shall be elected annually by ballot at the April PTO meeting. However, if there is but one candidate for any office, the election for such office(s) may be by voice vote. Officers shall be installed at the April PTO meeting and assume their official duties at the June Executive board meeting. They shall serve for a term of two years. No person may serve more than two consecutive terms as an officer.
Section 2. Nominations for President, President Elect, Vice President of School Support, Vice President of School Events, Vice President of Fundraising, Vice President of Communication and Treasurer shall be made by a nominating committee of three to five members appointed by the PTO at least one month prior to the election of officers.
a. It is the intention that the nominating committee be composed of parents of returning students and/or former PTO board members.
b. A committee member whose name is placed in consideration for one of the elected offices shall resign from the nominating committee immediately.
c. The nomination committee shall report a slate with the name of at least one candidate for each office.
d. All nominees shall come from the parent or guardian membership.
e. Additional nominations may be made from the floor at the general meeting.
f. The consent of each candidate must be obtained before his name is placed in nomination by the committee.
Section 3. A vacancy occurring in an office shall be filed by a majority vote of the PTO Executive Board. In case a vacancy occurs in the office of President, President Elect shall assume the office of President until the next election.
Section 4. Removal of officers: Any officer may be removed for failure to perform duties as outlined in the Constitution and Bylaws by action of a majority of the PTO.
ARTICLES VIII: DUTIES OF OFFICERS
Section 1. The President shall presides at all meetings of the organization and of the PTO, shall be a member ex-officio of all committees except the nomination committee, and shall perform all other duties usually pertaining to the office. This position is a one year term.
Section 2. The President Elect shall act as aide to the President and shall perform such functions as the PTO may direct. Committee chairpersons shall report to the President Elect as deemed necessary by the PTO. The President Elect shall be an ex-officio member of these committees. This is a one year term as President Elect and is the intent to be President the following year.
Section 3. The Vice President of School Support shall act as aide to the President and shall perform such functions as the PTO may direct. All school support committee chairperson will report to the Vice President of School Support. Additional committee chairpersons shall report to this Vice President as deemed necessary by the PTO. The Vice President shall be an ex-officio member of these committees.
Section 4. The Vice President of School Events shall act as aide to the President and shall perform such functions as the PTO may direct. Any school function or event whose primary purpose is to promote a sense of community will report to the Vice President. The Vice President of School Events shall be an ex-officio member of these committees.
Section 5. The Vice President of Fundraising shall act as aide to the President and shall perform such functions as the PTO may direct. Any activity whose primary purpose is to raise funds will report to this Vice President. The Vice President of Fundraising shall be an ex-officio member of these committees.
Section 6. The Vice President of Communication shall keep accurate records of all meetings, newsletters and correspondence pertaining to the PTO for the current year and maintain access to records for the prior two years. The Vice President of Communication shall post the minutes of the last meeting 3 days prior to the next meeting and shall perform such other duties as deemed necessary by the PTO.
Section 7. The Treasurer shall receive all monies of the organization, shall keep an accurate record of receipts and expenditures, and shall pay out local funds as necessary. The Treasurer shall present a written statement of account at every meeting of the PTO and any other time requested by the PTO. The Treasurer’s accounts mayl be examined annually by an auditing committee made up of the newly elected President, Treasurer, and Principal no later than June 30. When the auditing committee is satisfied that the Treasurer’s final report is correct, they shall sign a statement of that fact at the end of the report. The Treasurer shall keep an accounting log of all PTO gifts to the school. The Treasurer shall keep records of the current year as well as the six prior years.
Section 8. A committee chair may serve no more than two consecutive one year terms as a chair of the same committee unless position is vacant and approved by executive board.
Section 9. An officer of the Executive Board may not concurrently serve as a PTO Committee chair or co-chair unless position is vacant and approved by executive board.
ARTICLE IX: FISCAL POLICY
Section 1. A budget will be presented to the PTO for approval at the first meeting each fall. This budget will be prepared by the Officers based on recommendations from the previous year’s officers. It is the responsibility of the vice presidents to secure budgetary information from their committee chairmen prior to the end of the year, and to provide the following year’s officers this information.
Section 2. Each committee chairmen has access to the budgeted funds for his or her committee during the current year only. These funds will be disbursed by the Treasurer provided the expense falls within the committee’s budget and is substantial by a purchase order or receipt.
Section 3. Any expenditure over $5,000.00 that require carry-over or any anticipated expenditures before the next year’s budget is approved shall be approved at the last Executive Board meeting of the year.
Section 4. An audit may be performed by an outside entity bi-annually, and, if possible, at the end of the Treasurer’s term.
Section 5. A bond will be carried covering all Executive Board members and committee chairs who handle large sums of money.
Section 6. Annual budget surplus determined and verified at June Executive Board meeting will be held until the first PTO general meeting in the fall where proposal is presented by PTO executive board and voted upon by general membership.
ARTICLE X: PTO MEETINGS
Section 1. Regular PTO Executive Board meetings shall be held monthly during the school year. PTO General Membership meeting will be held a minimum of two times a year (one time each semester), and a maximum of nine times a year (once a month). The schedule will be set by the current Executive Board and will be published at the beginning of the school year. The President may call a special meeting with five days posted notice.
Section 2. As membership is open to all parents and teachers, special consideration must be given to what constitutes a quorum. Twelve members will be considered a quorum for voting at a meeting. Voting shall be determined by a simple majority of those present.
ARTICLE XI: STANDING COMMITTEES
Such standing committees shall be created by the officers of the organization as may be required to promote the objectives and interests of the organization. The chairperson of the standing committee shall be appointed by the President and shall serve a one-year term.
ARTICLE XII: AMENDMENTS
Section 1. These Bylaws may be amended at any regular meeting of the organization by two-thirds vote of the members present and voting, provided notice of the proposed amendment shall have been given two weeks prior to the meeting.
Section 2. A committee may be appointed to review the Bylaws, as amended, every three years. The committee shall draft any proposed amendments for presentation to the membership as provided in Article XII, Section 1.
ARTICLE XIII: OPERATIONAL LIMITATIONS
Notwithstanding any other provisions of these Articles, the organization shall not carry on any other activities not permitted to be carried on:
a. by an organization exempt from Federal Income Tax under section 501c3 of the Internal Revenue Code of 1954 ( or corresponding provision of any future United States Internal Revenue Law) or
b. by an organization, contributions to which are deductible under section 1790c2 of the Internal Revenue Code of 1954 ( or corresponding provision of any future United States Internal Revenue Law).
ARTICLE XIV: DISSOLUTION OF ORGANIZATION
Upon the dissolution of the organization, the organization shall, after paying or making provisions for the payment of all liabilities of the organization, disposed of all the assets of the organization in such manner or to such organization or organizations organized and operated exclusively for the charitable, educational, religious or scientific purposes as shall at the time qualify as a exempt organization or organizations under Section 501c3 of the Internal Revenue Code of 1954 ( or corresponding provisions of any future United States Internal Revenue Law) as the PTO shall determine. Any such assets not so disposed of by the Court of Common Pleas of the county in which the principle office of any organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.
Article XV: Parliamentary Procedures
Roberts Rules Of Order Revised shall govern this organization in all cases to which they are applicable.