BY LAWS OF GREEN PINES ELEMENTARY SCHOOL
PARENT TEACHER ORGANIZATION
ARTICLE I. NAME
The name of this organization is the Green Pines Parent Teacher Organization of the Rockwood School District (hereinafter “Green Pines PTO”). It is a local, independent unit created by the parents and staff of Green Pines 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
Section 1. To promote the welfare and education of children and youth in home, school, and community.
Section 2. To raise the standards of school life by identifying and facilitating activities for the benefits of members and their families.
Section 3. To support adequate laws for the care and protection of children and youth.
Section 4. To raise funds for programs and equipment to further the education of children and youth.
Section 5. To bring into closer relation the home and the school, that parents and teachers may cooperate intelligently in the education of children and youth.
Section 6. The Association is organized exclusively for charitable, educational, religious, or scientific purposes within the meaning of section 501(c) (3) of the Internal Revenue Code.
Section 7. 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.
Section 8. To foster communication, cooperation, support, information, and education within the Rockwood School District, including District staff, parents, and the general community.
ARTICLE IV. POLICIES
Section 1. This organization shall be noncommercial, nonsectarian, and nonpartisan. No commercial enterprise or no 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 any connection with a commercial concern or with any partisan interest or for any other purpose than the regular work of the organization.
Section 2. This organization shall not seek to direct the administrative activities of the school or to control its policies.
Section 3. 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 PTO.
Section 4. In the event of the dissolution of the organization, its assets shall be disbursed by the legal requirements of the state and/or district or by the approval of the general membership if applicable at the final meeting of the organization.
Section 5. The 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. 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.
Section 7. No substantial part of the activities of the Association shall be the carrying of propaganda or otherwise attempting to influence legislation and the Association shall not participate in or intervene (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office.
Section 8. Notwithstanding any other provisions of these articles, the Association 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 Code).
Section 9. Upon the dissolution of the Association, the Association shall, after paying or making provisions for the payment of all the liabilities of the Association, dispose of all the assets of the Association exclusively for the purposes of the Association in such manner, or to such organization or organizations organized and operated exclusively for charitable, educational, religious, 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 Board of Trustees shall determine. Any such assets not so disposed of shall be disposed of by the Court of the county in which the principal office of the Association is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.
Section 10. The Organization shall be supportive of school educational efforts and student needs. he 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 11. 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 12. 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 PTO member, faculty member, student or parent without prior Executive Board approval.
Section 13. 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.
ARTICLE V. MEMBERSHIP AND DUES
Section 1. Any parent or guardian of students of Green Pines Elementary School and any certified staff member who are interested in the objectives of the P.T.O. and willing to uphold its policies and subscribe to its bylaws may become a member upon payment of annual dues as hereinafter provided.
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 August 1 through July 31.
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 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 and the principal of the school or a representative appointed by him/her and a teacher representative. Chairmenof the standing committees and a teacher representative may be invited to attend executive board meetings that pertain to their specific areas. All P.T.O. members may attend executive board meetings. The voting members of the executive board are those positions outlined in Article VII – Section 1.
Section 2. The duties of the executive board shall be to transact necessary business in the intervals between organization meetings and such other business as may be referred to it by the organization, to present a report at the regular meetings of the organization, to prepare and submit to the organization for approval a budget for the fiscal year, to approve routine bills within limits of the budget, appoint a nominating committee chairman, and review the bylaws.
Section 3. Regular meetings of the executive board shall be held during the school year, prior to the general P.T.O. meetings of the year. A majority shall constitute a quorum. 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.
ARTICLE VII. OFFICERS AND THEIR ELECTIONS
Section 1. The officers of this organization shall be a president, vice president of school events, vice president of school support, secretary, treasurer, and a Green Pines teacher representative. These officers shall be elected annually by ballot at the final general membership meeting. However, if there is but one candidate for any office, the election for such office(s) may be by voice or acclamation. Officers shall be installed and assume their official duties at the close of the final general membership meeting, except the treasurer who will assume office on July 15, and shall serve for a term of two years or until their successors are elected and installed. No person shall serve more than two consecutive terms in the same office.
Section 2. Nomination of officers shall be made by a nominating committee comprised of three members and the principal, one of whom shall be selected as chairman by the executive board and two appointed by that chairman. The nominating committee shall place in nomination one name for each office prior to the election meeting. Additional nominations may be made from the floor at that time. The consent of each candidate must be obtained before his name is placed in nomination by the committee or from the floor.
Section 3. A vacancy occurring in an office shall be filled by a majority vote of the executive board. In case a vacancy occurs in the office of president, the vice president of school support shall assume the office of president until an interim president is approved by the executive board.
Section 4. The Teacher Representative is appointed by the Principal.
Section 5. Copies of the Code of Ethics will be provided to all potential board members upon nomination to the board. Each potential member will be required to sign an Affirmation form at that time in order to be considered in the final nomination process. The bylaws and the Code of Ethics will govern each board member’s turn in office. Failure to meet the responsibilities as defined by these documents, and agreed upon by either a quorum of the current board members or a consensus vote of the Presidents and the Principal will result in termination from office and replacement as outlined in Article V, Section 3.
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 shall preside at all meetings of the organization and of the executive committee, shall be a member ex-officio of all committees except the nomination committee, and shall perform all other duties usually pertaining to the office.
Section 2. The vice president of school support shall act as aide to the president, performing such functions as the executive committee may direct. In the absence of the president, the duties of that office shall be delegated to the vice president of school support, vice president of school events, the treasurer, and the secretary, in that order. The vice presidents shall appoint standing committees chairpersons as deemed necessary throughout the year.
Section 3. The secretary shall keep in a bound book a correct record of all meetings of the association and of the executive board and shall perform such other duties as may be delegated to him/her. The secretary shall take care of all correspondence pertaining to the P.T.O., their meetings, etc. Notice of the P.T.O. meetings are to be sent at least five days prior to the meeting.
Section 4. 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. All checks written and deposit slips must contain two of the four authorized signatures to be valid. The four authorized signatures shall be the president, vice president of school support, vice president of school events, and the treasurer. The treasurer shall present a statement of account at every meeting of the P.T.O. and any other times requested by the executive board. The treasurer’s accounts shall be examined annually by an auditing committee made up of the president, treasurer, and the principal no later than July 10. 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 ensures the books are audited at the end of each school year.
Section 5. The Teacher Representative attends the Executive Board Meetings and offers input from the staff.
Section 6. The Treasurer and President shall be bonded annually.
ARTICLE IX. STANDING COMMITTEES
Section 1. Such standing committees shall be created by the executive board as may be required to promote the objectives and interests of the organization. The chairman of the standing committee may serve for a one-year term.
Section 2. A spending committee shall be created after the final meeting at the completion of the school year. The purpose of this committee shall be to solicit, evaluate, and generate a spending proposal for approval at the first P.T.O. meeting of the upcoming year.
Section 3. A membership committee shall be formed prior to the start of school. The purpose of this committee shall be to organize and implement a membership drive for the first week of the upcoming school year.
Section 4. Standing committees are committees with on-going functions that continue throughout hte 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 5. 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 6. 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 [previous/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 may be approved at the last meeting of the year.
ARTICLE XI. MEETINGS/VOTING
Section 1. There shall be at least two regular meetings of the organization each year scheduled prior to the beginning of the school year. The final meeting of the year shall occur during the fourth quarter and shall be the meeting at which new officers are elected and installed.
Section 2. Voting shall be determined by simple majority of members present.
Section 3. An open informal meeting dealing with items of the budget and spending committees proposal shall be held at least one week prior to the first P.T.O. meeting of the school year. The executive board shall preside over the meeting and be responsible for incorporating any revisions based on the discussion at this meeting if the board should deem it necessary.
Section 4. Every member of the Executive Board shall be entitled to one vote.
Section 5. 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 6. All officers are required to attend all scheduled Organization meetings and are expected to attend a majority of Organization-sponsored events.
Section 7. 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 XII. PARLIAMENTARY PROCEDURE
ROBERT’S RULES OF ORDER REVISED shall govern this organization in all cases to which they are applicable.
ARTICLE XIII. AMENDMENTS
Section 1. These bylaws may be amended at any regular meeting of the organization by a two-thirds vote of the members present and voting, provided notice of the proposed amendment shall have been previously published and distributed to the general membership.
Section 2. A committee may be appointed to review the bylaws as amended, each year. The committee shall draft any proposed amendments for presentation to the membership as provided above.
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.