PTO Bylaws BYLAWS OF THE WEST END ACADEMYPARENT/TEACHER ORGANIZATION ARTICLE I: NAME AND NATURE OF ORGANIZATION

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1 PTO Bylaws BYLAWS OF THE WEST END ACADEMYPARENT/TEACHER ORGANIZATION ARTICLE I: NAME AND NATURE OF ORGANIZATION The name of this organization shall be the West End Academy Parent/Teacher Organization, otherwise known as the WEA PTO. This organization shall be a nonprofit unincorporated association as organized and existing for the purposes stated hereunder. West End Academy is part of the Birmingham City School System of Birmingham, Alabama. The objects of the WEA PTO are: ARTICLE II: PURPOSES 1. To promote the welfare of children and youth in home, school, community. 2. To raise the standards of home life. 3. To advocate the passage and enforcement of adequate laws for the care and protection of children and youth. 4. To bring into closer relation the home and the school so that parents and teachers may cooperate intelligently in the education of children and youth. 5. To assist the teachers in administration of West End Academy by providing opportunities and materials to aid in the education of the students. 6. To develop between the educators and the general public such united efforts as will secure for all children and youth the highest advantages and physical, mental, and social education.

2 The Organization is organized exclusively for the charitable, literary or educational purposes within the meaning of Section 501 (c) (3) of the Internal Revenue Code or corresponding Section of any future Federal Tax Code, (hereinafter referred to as Internal Revenue Code ). ARTICLE III: BASIC POLICIES The following are basic policies of the WEA PTO: 1. The Organization shall work with the schools to provide quality education for all children and youth and shall seek to participate in the decision-making process establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people to the Board of Education. 2. The Organization shall not enter into membership with other organizations except such state, national, or international organizations whose purposes and goals coincide with the purposes and goals of the WEA PTO, such as the promotion of and the education of our children and youth and the advocacy of laws and programs protecting our children and youth. Provided, that the Organization shall not enter into membership with any organization except as approved by a majority of the Executive Committee of the WEA PTO, as defined by Article VII, and, upon recommendation of the Executive Committee, a majority of the members of the WEA PTO present at a general business meeting of the PTO when such matters shall be addressed. 3. No part of the net earnings of the Organization shall inure to benefit of, or be distributable to, its members directors, trustees, officers ARTICLE IV: MEMBERSHIP AND DUES Membership in this PTO shall be made available without regard to race, color, creed or national origin. This PTO shall conduct an annual enrollment of members, but persons may be admitted to membership at any time. Each member of this PTO shall pay such annual dues as are approved by the Organization at a regular business meeting.

3 ARTICLE V: OFFICERS AND THEIR ELECTION Each officer of this PTO shall be a member of this PTO. Officers and Method of Election 1. The officers of this Organization shall consist of a President, one (1) Vice President, a Secretary, a Treasurer, or Assistant Treasurers, a Room Parent Coordinator, and a Fundraising Coordinator. 2. Officers shall be elected by vote of the membership at the last regular meeting of the Organization. The presiding officer shall have the option of conducting any contested election by either written ballot or voice vote. 3. Officers shall serve for a term of one (1) year or until their successors are elected. With the exception of Treasurer, officers shall assume their official duties following the close of the meeting in May of each year. The Treasurer shall assume his/her duties after the books have been audited. Nominating Committee 1. There shall be a Nominating Committee composed of five (5) members who shall be appointed by the Executive Committee of the WEA PTO at least one (1) month prior to the election of officers. The President shall appoint a Temporary Chairperson from the Nominating Committee who shall call the first meeting. The Committee shall elect its own Chairperson. 2. The Nominating Committee shall nominate an eligible person for each office to be filled and report its nominees at the regular meeting in March at which time additional nominations may be made from the floor. 3. Only those persons, who have signified their consent to serve, if elected, shall be nominated for or elected to such office. Vacancies & Removal A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the Executive Committee. The President shall give notice of such election to the membership of the PTO prior to such election. Provided, however, in case a vacancy occurs in the office of President, the Vice President, shall serve notice of the election.

4 Members of the Executive Committee and Committee Chairs may be removed from office by a majority vote of the Executive Committee, if it is demonstrated that the member cannot fulfill the duties of the office in an appropriate manner. The President shall: ARTICLE VI: DUTIES OF OFFICERS 1. Preside at all meetings of the Organization and of the Executive Committee; 2. Appoint special committees; 3. Perform such other duties as may be prescribed in these Bylaws or assigned to him/her by the Organization or by the Executive Committee; 4. Be a member ex-officio of all committees except the Nominating Committee; 5. Coordinate the work of the officers and committees of the Organization in order that the Objects may be promoted. The Vice President shall: 1. Act as aid(s) to the President; 2. In their designated order perform the duties of the President in the absence or inability of that officer to act. The Secretary shall: 1. Record the minutes of all meetings of the Organizations and of the Executive Committee; 2. Have a current copy of the Bylaws; 3. Maintain a membership list; 4. Perform such other delegated duties as assigned. The Treasurer, or Assistant Treasurers, shall: 1. Have custody of all the funds of the Organization; 2. Keep a full and accurate account of receipts and expenditures; 3. Make disbursements as authorized by the President, Executive Committee, or Organization in accordance with the budget adopted by the Organization;

5 4. Have checks or vouchers signed by two (2) persons, the Treasurer and President. The Secretary s signature shall be registered at the bank as an emergency signature; 5. Present a financial statement at every meeting of the Organization and at other times when requested by the Executive Committee; 6. Make a full report at the meeting at which new officers officially resume their duties, which is usually the annual meeting; 7. Be responsible for the maintenance of such books of account and records so as to conform to the requirements of these Bylaws; 8. Have the accounts examined annually or upon change of officer by an auditor or Auditing Committee of not fewer than three (3) members, who, satisfied that the Treasurer s, or Co-Treasurers, annual report is correct, shall sign a statement of that fact at the end of the report. The Auditing Committee shall be selected by the Executive Committee at least two (2) weeks before the meeting at which new officers assume duties. The auditing report shall be given to the organization no later than the first regular PTO meeting of the school year. Section 5 The Room Parent Coordinator shall: 1. Act as the closest link between the teachers of West End Academy and the WEA PTO, by collecting the names of room parents of each classroom; 2. Bring parents into closer contact with the school; 3. Work with both the school staff and parents to promote the education of the students of West End Academy; 4. Promote the work of the WEA PTO; 5. Assist with membership promotion; 6. Act as liaison between room parents and other standing committees to facilitate class participation in PTO events; 7. Keep room parents up to date with the school calendar and upcoming events via a monthly newsletter; 8. Coordinate Teacher Appreciation Week. Section 6

6 The Fundraising Chair shall: 1. Work with the West End Academy teachers and administration, and WEA PTO to identify funding needs; 2. Coordinate all PTO fundraising activities, as approved by the Executive Committee. Section 7 All officers shall perform the duties outlined in these Bylaws and those assigned from time to time. Upon the expiration of the term of office or in case of resignation, each officer shall turn over to the President, without delay, all records, books, and other materials pertaining to the office, and shall return to the Treasurer, or Assistant Treasurers, without delay, all funds pertaining to the office. ARTICLE VII: EXECUTIVE COMMITTEE Any person holding an appointed position in the WEA PTO shall be a member of the WEA PTO. 1. The Executive Committee shall consist of the officers of the Organization, and the Principal of the school or a representative appointed by him/her. 2. The President shall appoint a Parliamentarian, subject to the approval of the officers of the Organization. The duties of the Executive Committee shall be: 1. To transact necessary business in the intervals between Organization meetings and such other business as may be referred to it by the Organization; 2. To create or dissolve standing or special committees; 3. To approve the plans of work of the standing committees; 4. To present a report at the regular meetings of the Organization; 5. To select an Auditor or Auditing Committee to audit the Treasurer s, or Co-Treasurers, accounts; 6. To prepare and submit to the Organization for adoption a budget for the fiscal year;

7 7. To approve routine bills within the limits of the budget; 8. To fill all vacancies in office; 9. To meet and adopt an agenda for the next regular WEA PTO membership meeting at least one (1) week prior to each meeting. Regular meetings of the Executive Committee shall be held during the school year, the time to be fixed by the Committee at its first meeting of the year. A majority of the Executive Committee shall constitute a quorum. Special meetings of the Executive Committee may be called by the President or by a majority of the members of the Committee. ARTICLE VIII: MEETINGS At least four (4) regular meetings of this Organization shall be held during the school year. Dates of the meetings shall be determined by the Executive Committee and announced at the first regular meeting of the year. Five (5) days notice shall be given of a change of date. Special meetings of the Organization may be called by the President or by a majority of the Executive Committee; five (5) days notice having been given. The election shall be held at year s last regular meeting of the Organization. The last board meeting of the Organization shall be held in May and shall be known as the annual meeting for annual reports and the installation of officers. Section 5 The privilege of holding office, making motions, debating and voting shall be limited to members of the Organization who hold a current membership. Section 6 Fifteen (15) members shall constitute a quorum for the transaction of business in any meeting of this Organization.

8 ARTICLE IX: STANDING AND SPECIAL COMMITTEES PTO. Any person holding an appointed position in the WEA PTO shall be a member of said The Executive Committee may create or dissolve such standing committees as it may deem necessary to promote the Objects and carry on the work of the Organization. The term of each Chairperson shall be one (1) year or until the selection of a successor. The Chairperson of each standing committee shall present a plan of work to the Executive Committee for approval. No committee work shall be undertaken without the consent of the Executive Committee. The power to form special committees and appoint their members resets with the President. Section 5 The President shall be a member ex-officio of all committees except the Nominating Committee. ARTICLE X: FISCAL YEAR The fiscal year of this Organization shall begin July 1 st and end June 30 th. ARTICLE XI: PARLIAMENTARY AUTHORITY

9 The rules contained in the current edition of Robert s Rules of Order Newly Revised shall govern the meetings of the WEA PTO and of any committees organized under the authority of the WEA PTO and its Bylaws. Except, whenever the Robert s Rules of Order Newly Revised conflict with any specific provision of these Bylaws, the Bylaws shall govern. ARTICLE XII: AMENDMENTS 1. Bylaws of the WEA PTO may be amended at any regular meeting of the Organization by a two-thirds (2/3) vote of the members present and voting provided that notice of the proposed amendment shall have been given at least five (5) days prior to the meeting of the Organization. 2. A committee may be appointed to submit a revised set of Bylaws as a substitute for the existing Bylaws only by a majority vote at a meeting of the Organization, or by a twothirds (2/3) vote of the Executive Committee. The requirements for adoption of a revised set of Bylaws shall be the same as in the case of an amendment. ARTICLE XIII: INTERIM ORGANIZATION AND GOVERNMENT OF WEA PTO It is acknowledged by the membership that the WEA PTO was organized and the Bylaws were adopted during the middle of the fiscal year. ARTICLE XIV: ADOPTION OF BYLAWS These Bylaws were voted upon and passed at the general meeting of the West End Academy Parent/Teacher Organization which was held on Dec. 11, President Vice President Principal

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