BYLAWS Of BALLWIN ELEMENTARY PARENT STAFF ORGANIZATION (PSO)
ARTICLE I. NAME
The name of this organization is the Ballwin Elementary Parent Staff Organization of the Rockwood School
District (hereinafter “PSO”). It is a local independent unit created by the parents and staff of Ballwin
Elementary School, having no affiliation with any other association, be it state or national in origin.
ARTICLE II. ARTICLES OF ORGANIZATION
The Organization exists as an unincorporated association of its members. The Organization’s Articles of
Organization consist of these Bylaws, as amended from time to time, and it’s Articles of Association, if any. In
the absence of separate articles 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/OBJECTIVES
This Organization is organized exclusively for the following charitable, educational, or scientific purposes
within the meaning of Section 501(c)(3) of the Internal Revenue Code:
To promote the welfare and education of children and youth eligible to attend the Rockwood School District
and the Ballwin Elementary School in the home, school, and community.
To support the school in improving education in ways that will adhere to administrative policy and the
Rockwood School District’s mission, goals, and beliefs.
To raise funds for programs and equipment to further the education of children and youth.
To bring about a closer relationship between the home and the school, that parents and teachers may work
cooperatively in the education of children and youth.
To foster communication, cooperation, support, information, and education within the Rockwood School
District, including District staff, parents, and the general community.
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ARTICLE IV. POLICIES
Section 1. No substantial part of the activities of the Organization shall be the carrying on of propaganda or
otherwise attempting to influence legislation and the Organization shall not participate in or intervene
(including the publishing or distribution of statements) in any political campaign on behalf of any candidate for
public office.
Section 2. This Organization shall be non-commercial, non-sectarian, and non-partisan. 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 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, but can serve as a liaison between parents and administration when concerns arise.
Section 4. The Organization shall be supportive of school educational efforts and student needs. The policies
of the Organization shall be developed cooperatively by parents and teachers. The Organization shall conduct
all operations in such a way as to reflect positively upon the school and the Rockwood School District.
Section 5. In no way shall one member, officer, or committee chairperson make policy, program, or
expenditure decisions, or bind the Organization in any way, absent the consent of at least the 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 6. 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 the Organization.
Section 7. The Organization shall act in accordance with all Rockwood School District Board of Education
Policies and Regulations, which are incorporated herein by reference, including but not limited to Policies 2950
and 3370 and Regulations 2950 and 3370 pertaining to fund-raising activities. No fund-raising activity of the
Organization shall financially benefit a PSO member, faculty member, student or parent without prior Executive
Board approval.
Section 8. No part of the net earnings of this Organization shall inure to the benefit of, or be distributable to, its
members, trustees, officers or other private persons except that the Organization shall be authorized and
empowered to pay reasonable compensation for services rendered. Services provided by members and officers
are voluntary and will not be compensated, unless specifically authorized by the Executive Board prior to
completion of such services.
Section 9. 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, by facsimile, by electronic mail, or
by any combination thereof, or by any other method reasonably designed to reach the members.
Section 10. 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 Association 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 (b) by an Association, 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).
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Section 11. Upon dissolution of the Organization, the Organization shall, after paying or making provisions for
the payment of all the liabilities of the Organization, dispose of all the assets of the Organization by distributing
the same to the Principal of Ballwin Elementary School. Said Principal shall, upon the advice of the Ballwin
Elementary School teachers and administration, supervise the expenditure of said assets for essential
educational materials and equipment. In the event that this is not possible, said assets shall be distributed to
organizations as shall at the time qualify 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 Organization’s Executive
Board shall determine, with preference to be given to educational programs of the Rockwood School District.
Any assets not so disposed of shall be disposed of by the Court in the county of the principal office of the
Organization.
ARTICLE V. MEMBERSHIP AND DUES
Section 1. Any parent or guardian of a student of Ballwin Elementary School and any teacher or staff
member interested in the objectives of the Organization and willing to uphold its policies and subscribe to its
Bylaws may become a member. Staff members are not required to pay membership dues, if any.
Membership in the Organization shall be available without regard to race, color, creed, or national origin.
Section 2. The Executive Board shall determine the amount, time, and manner of payment of the annual
membership dues, if any, from time to time. If assessed, each member shall pay the annual membership dues;
however, no household shall be assessed for more than one annual payment of membership dues.
Section 3. The Organization shall conduct an annual enrollment of its members, but persons may be admitted to
membership at any time during the year as defined above.
Section 4. The privileges of membership shall be the right to hold office or appointed position, make motions,
chair a committee, and vote. Only those members current in payment of membership dues, if any, are eligible
to vote or to serve as an officer or representative of the Organization. Non-members are welcome to attend
meetings and may ask questions and participate in discussions as recognized by the President.
ARTICLE VI. EXECUTIVE BOARD
Section 1. The Executive Board shall consist of the officers of the Organization, the Principal of the School or
his or her designated representative, and two members of the faculty. The faculty representatives shall
represent Primary (K-2) and Secondary (3-5) respectively. Faculty representatives shall be agreed upon
by the Executive Board and alternate annually. selected annually by the Principal. Chairpersons of the
standing committees and of then active special committees may be invited to attend Executive Board Meetings
that pertain to their committee.
Section 2. The Executive Board shall have general charge and control of the affairs, funds, and properties of the
Organization and shall maintain records of such in a central location, including current and prior budgets, check
registers, governmental forms, committee reports, contracts and correspondence.
Section 3. The duties of the Executive Board shall be as follows: to transact necessary business in the intervals
between Organization meetings; to approve chairpersons of standing committees and approve the plans of the
standing committees; to interpret the bylaws, policies, and standing rules of the Organization; to present a report
at the general membership (open) meetings of the Organization; to prepare a budget for the upcoming fiscal
year at the annual budget meeting in July; to approve routine bills within the limits of the budget; to appoint the
nominating committee; to appoint a committee to review Bylaws as needed; to appoint a committee of not less
than two non-board members, or an independent auditor or CPA, at least two weeks before the Annual Meeting
prior to the annual spending meeting in June to audit the treasurer’s accounts; and to make budget adjustments
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as necessary, provided they do not individually exceed $500.00. Any individual budget adjustment over
$500.00 requires the approval of the general membership.
Section 4. The President of the Executive Board and the school Principal do not have a vote in meetings.
In case of a tie, the President shall have the right to vote only in the case of a tie vote. All other members
shall each have one vote.
Section 5. Each standing committee chairperson shall present the committee’s plans at the July budget meeting
to the Executive Board prior to execution of the same. Any expenditure for such plans should be presented to
the Executive Board for advance approval.
Section 6. Regular meetings of the Executive Board shall be held during the school year, as stated in the
Standing Rules. The time, place and regularity of such meetings are to be fixed by the Executive Board at its
first meeting of the year.
Section 7. Special meetings of the Executive Board may be called by the President, the Principal, or by a
majority of the members of the Executive Board upon at least two days notice.
Section 8. All officers are requested to attend all scheduled Organization meetings and are expected to attend a
majority of Organization-sponsored events.
Section 9. On or before the first board meeting of the year, each officer shall be assigned to serve as a liaison
and shall provide assistance to the identified standing or special committee chairs.
Section 10. A majority of the members of the Executive Board must be present at the Executive Board meeting
in order to conduct business. Unless otherwise provided herein, a simple majority of those present and voting
shall be required for the passage of any motion, resolution, or other vote.
ARTICLE VII. OFFICERS AND THEIR ELECTION
Section 1. The officers of this Organization shall include, at a minimum, a President, a President Elect/Past
President, a Secretary, and a Treasurer.(We currently have two Treasures, two Secretaries, a Volunteer
Coordinator and a Community Relations Liaison on our Board).Any office may be held by two persons so
designated by the prefix “co-“. These officers shall be elected annually by ballot at the regularly scheduled
spring general membership meeting by a majority vote of the membership present at that meeting. If the
Executive Board includes a President-Elect, the office of President shall be filled by the prior President-Elect.
Ballots should be counted by a committee of three persons to be appointed as provided in the Standing
Rules. If there is but one candidate for any office, the election for such office(s) may be by voice, show of
hands or slate approval.
Section 2. Officers shall assume their official duties July 1st and shall serve for a term of one year or until their
successors are elected and installed. No person shall serve more than two consecutive terms in the same office,
or three consecutive years unless determined by vote and majority approval of the Executive Board and General
PSO population. Additional officers will be chosen according to the needs of the Organization and upon the
approval of the Executive Board.
Section 3. Nominations and volunteers for officers will be accepted from the General PSO Membership.
The consent of each candidate must be obtained before his or her name is placed in nomination by the
committee or from the floor. The Election shall be by the ballot if there is more than one candidate or by
voice or show of hands if there is only one candidate.
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[Section 4. Spouses may be elected and hold any of the offices as a couple provided that such spouses
were nominated and elected as a couple.
Section 5. A vacancy occurring in an office shall be filled by a majority vote of the Executive Board at their
next regular meeting. In filling vacancies, names, not to exceed three, shall be proposed by the Executive
Board and additional names may be proposed from the floor. The election shall be by ballot. However, if
there is only one candidate for an office, the election may be by voice or show of hands.
Section 6. Any officer absent from three consecutive meetings, i.e. Executive Board and Organization meetings
shall be deemed inactive unless absences are due to extenuating circumstances and the Executive Board
receives notification of such. Any office having an inactive officer shall be declared vacant and shall be filled
as provided herein. In addition, an officer failing to adequately participate or fulfill duties of the office may be
subject to removal from office by decision of two-thirds of the Executive Board. Such officer is entitled to a
written notification from the President or the Principal at least two weeks prior to the vote regarding removal.
ARTICLE VIII. DUTIES OF OFFICERS
Section 1. The President (or Co-Presidents) shall:
o preside at all meetings of the Organization and of the Executive Board;
o be a member ex officio of all committees except the Nominating Committee;
o be authorized to appoint any special committee necessary to conduct the work required for the annual
report;
o maintain the right to table discussions or voting, at his/her discretion, for such reasons as new agenda
items, time constraints, or items that require additional information;
o work with the Secretary to prepare the agenda for each meeting;
o be an authorized cosignatory for all accounts of the Organization;
o work with the principal on designated duties and tasks;
o attend District-wide meetings, such as the Presidents’ Forum;
o attend Rockwood Presidents’ Forum Leadership Conference;
o delegate the duties of any position that remains vacant; and
o perform all other duties usually pertaining to the office.
o Write articles for all Newsletters: Bear Tracks, PSO Parent Connection
Section 2. The President-Elect/Past President, if any, shall:
o attend District-wide meetings, such as the Presidents’ Forum;
o compile and organize informational PSO articles for the school newsletter (monthly) and PSO
Connection;
o be an authorized cosignatory for all accounts of the Organization;
o attend Rockwood Presidents’ Forum Leadership Conference;
o perform other duties as may be assigned to him/her by the Organization or Executive Board;
o assist the President and perform such duties that the President may delegate; and
o perform the duties of the President in the President’s absence.
o oversee and serve as a resource for specific committees (to be determined at the Executive Board
meeting immediately preceding the beginning of the school year); and
o perform the duties of the Secretary or Secretaries in their absence.
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Section 3. Volunteer Coordinator shall:
o aide the President(s) and President-Elect;
o have volunteer opportunities available at all back to school/meet the teacher nights
o help secure volunteers for all committees when requested by a committee chair
o secure lunch duty volunteers yearly
o create and/or oversee the monthly lunch duty schedule the lunch duty schedule monthly
o attend Rockwood Presidents’ Forum leadership Conference
Section 4. The Community Relations Liaison Shall:
o aide the President(s) and President-Elect;
o be responsible for all incoming and outgoing correspondence for the Organization
o report on all relevant correspondence at each Executive Board meeting.
o attend Rockwood Presidents’ Forum leadership Conference
o participate in Caring Schools Community trainings/conferences or appoint an alternate
o assist the school Community Relations Liason in promoting Ballwin Elem. in the news media
Section 5. The Recording Secretary shall:
o record the minutes of all meetings of the Organization and of the Executive Board;
o aid the President(s) in preparing the agenda for all meetings; if requested
o make copies of the minutes of the prior meeting available to all members of the Executive Board within
14 days of each meeting;
o maintain a current copy of the Bylaws and Standing Rules, if any, as well as the records of all meeting
minutes, a list of all committees and their members, and a list of the current members of the
Organization.
o attend the Rockwood Presidents’ Forum Leadership Conference in the spring
o perform duties of the Corresponding Secretary in his/her absence
Section 6. The Corresponding Secretary shall:
o collect and publish the Organization newsletter –PSO Connection on or by the 15th of each month
o collect and publish the Articles for the Schools Newsletter - Bear Tracks by due date and give to school
secretary.
o assist the President in maintaining the PSO bulletin board in the school
o shall report on all internal correspondences at each Executive Committee Meeting
o perform the duties of the Recording Secretary in his/her absence
o attend Rockwood Presidents’ Forum leadership Conference
Section 7. The Treasurer (both) shall:
o during PSO sponsored functions involving PSO funds, one treasurer must be present to oversee the
Organizations money
o all monies will remain in school until counted by two cosignatories who will sign a deposit form. After
which all monies will be taken by the treasurer.
o all drafts and withdrawals must be signed by two authorized Executive Board members.
o attend Rockwood Presidents’ Forum leadership Conference
o keep current sales tax exemption letter available
o receive all funds which shall be deposited in the name of the Organization in federally insured bank
accounts
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(#1)The Accounts Receivable/Accounts Payable Treasurer shall:
o receive all monies of the Organization;
o keep an accurate record of receipts and expenditures and disburse funds as budgeted or approved by the
Executive Board;
o be responsible for the filing of any necessary financial and tax forms with the appropriate governmental
authorities;(990 or 990EZ)
o file a non-profit tax form by November 15th
o comply with the statutory requirements and Rockwood School District Board of Education Policies and
Regulations, including those provided in the Student Activity Funds Procedures Manual established by
the Rockwood School District Board of Education;
o turn the financial books of the Organization over to an Audit Committee of not less than two members
or an independent auditor appointed by the Executive Board at the end of the school year for
examination;
o attend Rockwood Presidents’ Forum leadership Conference
o make disbursements that have already been approved by the Executive Committee through the current
year’s budget
o funds will be disbursed only by check unless otherwise approved
o funds will be disbursed only after a proper voucher/requisition paperwork has been submitted to the
treasurer within 10 day of submission
o shall submit a detailed report of monthly transactions to the Reporting/Budget Treasurer
o all requests for reimbursement for the current year’s budget must be submitted by the last day of school.
May 31st
o make disbursements by check for all major expenditures voted on at the June Executive Committee
meeting by the end of the fiscal year
o present a statement of account at every meeting of the Organization and any other times as requested by
the Executive Board; and at such other times as may be requested by the Executive Committee. This
statement will include all monies in all accounts belonging to the Organization.
(#2)The Reporting/Budget Treasurer shall:
o be responsible for the maintenance of the bank account and records of the Organization;
o be responsible for the maintenance of all financial records of the Organization
o maintain a file of the budget reports presented at Organization meetings.
o maintain an accurate budget report for each fiscal year July 1st-June 30th
o attend Rockwood Presidents’ Forum leadership Conference
o present the statement of account, when directed by the AR/AP Treasurer.
o review the statement of account
Section 8. The Treasurer’s accounts shall be examined annually by an Audit Committee of not less than two
members or an independent auditor appointed by the Executive Board no later than 2 weeks before the annual
spending meeting. July 10 of every year. When the Audit Committee or auditor is satisfied that the Treasurer’s
final report is correct, they shall sign a statement of that fact at the end of the report.
Section 9. All checks written must contain two authorized signatures to be considered valid.
Section 10. The Treasurer and President shall be bonded annually.
Section 11. All officers shall perform the duties outlined in these Bylaws and those assigned from time to time.
Failure to assume these responsibilities may result in removal as provided herein.
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Section 12. Upon the removal or resignation of any officer, such officer shall turn over to the President or
Executive Board, without delay, all records, books, and other materials pertaining to the office, and shall return
to the Treasurer or the Executive Board, without delay, all funds pertaining to the office. Furthermore, upon
expiration of their terms, all officers shall deliver all official materials related to their office to their successors.
ARTICLE IX. STANDING COMMITTEES
Section 1. Standing committees are committees with on-going functions that continue throughout the year. The
chairperson of each committee shall serve for a one year term. The incoming President, with the approval of
the incoming Executive Board, shall appoint chairpersons of the standing committees after the spring election.
Section 2. The chairpersons of all standing committees shall mutually plan activities with the Executive Board,
and no committee work shall be undertaken without the approval of the Executive Board.
Section 3. The Executive Board may create special committees as needed to promote the purposes and interests
of the Organization. Special committees are directly responsible to the Executive Board. Special committees
shall be automatically dissolved upon completion of its assignment or upon decision by the Executive Board.
Section 4. An individual may serve unlimited terms as a committee chairperson, if appointed year to year.
ARTICLE X. FISCAL POLICY
Section 1. The Executive Board shall see that a budget shall be presented for approval at the first general
membership (open) meeting of the academic year. At that time, additional funds from the current year are also
allocated. The Board has authority to make budget adjustments during the year, provided they do not
individually exceed $500.00; the Board shall have no power to make the Organization liable for any debt(s) in
an amount exceeding the cash assets of the Organization which have not been otherwise appropriated.
Section 2. Each committee chairperson has access to the budgeted funds for his/her committee during the
current school year only. These funds will be disbursed by the Treasurer provided the expense falls within the
committee’s budget and is substantiated by a purchase order or receipt.
[Section 3. Any expenditure that requires carry-over or any anticipated expenditure occurring before the
next year’s budget is approved may be approved at the last meeting of the year.
ARTICLE XI. MEETINGS/VOTING
Section 1. There shall be regular general membership (open) meetings of the Organization, scheduled prior to
the beginning of the school year. A regular meeting schedule may be established in the Standing Rules of the
Organization. Special meetings of the general membership may be called by the President, Principal or by a
majority vote of the Executive Board, five days notice having been given. Members shall be notified no later
than five days in advance of the date of any rescheduled general membership meeting.
Section 2. Voting shall be determined by a simple majority of members present, except when changing or
amending the Organization’s Bylaws, when a two-thirds majority vote of members present must prevail.
ARTICLE XII. PARLIMENTARY PROCEDURE
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Section 1. Robert’s Rules of Order (current edition) shall govern this Organization in all cases to which they
are applicable and not in conflict with these Bylaws.
ARTICLE XIII. AMENDMENTS
Section 1. These Bylaws may be amended at any membership meeting of the Organization by two-thirds vote
of the members present and voting, provided that notice of the proposed amendment shall be given no less than
7 days prior to the next general membership meeting.
Section 2. A committee may be appointed to review the Bylaws, as revised and amended, every two year(s).
The committee shall consist of both executive board and non-board members and shall draft any proposed
amendments for presentation to the membership as provided for in Section 1 of this Article.
ARTICLE XIV. STANDING RULES
The Executive Board may maintain a list of Standing Rules to serve as a further operating guide for the
Organization. These Standing Rules should be revised yearly to reflect the procedures of the current Executive
Board.
Revised and amended May, 1991
Revised and amended May, 1993
Revised and amended October, 1998
Revised and amended May, 2000
Revised and amended June, 2006
Revised and amended February, 2007 (as per Rockwood’s Presidents’ Forums district wide Bylaws revision) 2007 Committee members: Rhonda Costa, Susan DiSanza, Denise Funke, Diana Ginther, Becky Ingli, Chris Robinson
Revised and amended April, 2009 by committee members: Maiya Ingram, Anna Speaker, Carol Morrow, April Stelzer, Laura Hamlett, Marta Allred, Sherry Myers, Kristy Thomson