Warren Elementary Parent-Teacher Organization. Francis Howell School District. Bylaws

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1 Warren Elementary Parent-Teacher Organization Francis Howell School District Bylaws Article I - Articles of Organization The Organization exists as an unincorporated association of members within the Francis Howell School District Support Organization Council which holds tax-exempt status under section 501(c)(3) of the Internal Revenue Code. The Organization is identified under group exemption number Article II Name The name of this Organization is the Warren Elementary Parent-Teacher Organization. This Organization is not affiliated with any national group. Article III Purpose The purpose of the Organization is to promote communication and cooperation among the parents, teachers, and administration in order to provide the best educational experience for the children at Warren Elementary. Article IV Basic Policies The basic policies of this Organization are as follows: a. The Organization shall be noncommercial, nonsectarian, nonpartisan, and nonprofit. b. The name of this Organization or the names of any members in their official capacity shall not be used in any connection with a commercial concern or with any partisan interest or for any purposes not appropriately related to promotion of the objectives of this Organization. c. This Organization will cooperate with schools to support the improvement of education in ways that will not interfere with the administration of the schools and shall not seek to control their policies. d. No part of the net earnings of this Organization shall insure the benefit of or be distributed to: its members, officers or other private persons except that the Organization shall be authorized and empowered to pay reasonable compensation for services rendered. e. This Organization may cooperate with other Organizations and agencies concerned with child welfare, but individual persons representing the Organization in such matters shall make no commitments that shall bind the Organization. f. Notwithstanding any other provisions of these bylaws, this Organization shall not carry on any other activities not permitted to be carried on by:

2 (a) an organization except from Federal Income Tax under Section 501 (c) 3 of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue Law) or (b) an organization contributions to which are deductible under Section 170 c 2 of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue Law). Article V Members Section 1: Membership. Any parent, guardian, or other adult standing in loco parentis for a student enrolled and attending Warren Elementary may be a member and shall have voting rights. The principal and any member of the staff working at Warren Elementary or with the Francis Howell School District who subscribe to the objectives and basic policies of the Organization may be a member and have voting rights. Membership in this Organization is available without regard to sex, race, color, creed, or national origin, under the rules and regulation provided by these bylaws. Section 2: Registration. Membership of this Organization shall be determined annually through voluntary registration of qualified meeting attendees. Registration shall be made available to any person so qualified during regularly scheduled meetings of the membership. Section 3: Dues. Dues, if any, will be established by the executive board. If dues are charged, a member must have paid his or her dues at least 14 calendar days before the meeting to be considered a member in good standing with voting rights. Section 4: Membership Year. The membership year shall be July 1 through June 30. Article VI Officers and Elections Section 1: Officers. The officers shall be a president, vice president, secretary, and treasurer. The primary duties of the officers of the Organization are included below. The officers are free to delegate any of their responsibilities unless their title is specifically called out elsewhere in the bylaws. a. President. The president shall set the agenda and preside over meetings of the Organization and executive board, serve as the primary contact for the principal, represent the Organization at meetings outside the Organization, serve as an ex officio member of all committees except the nominating committee, and coordinate the work of all the officers and committees so that the purpose of the Organization is served. b. Vice President. The vice president shall assist the president and carry out the president s duties in his or her absence or inability to serve. c. Secretary. The secretary shall keep all records of the Organization, take and record minutes, prepare the agenda, handle correspondence, and send notices of meetings to the membership. The secretary shall oversee the PTO bulletin board and submit PTO information for publication in the school newsletter and/or electronic communications. The secretary also keeps a copy of the minutes book, bylaws, rules, membership list, and any other necessary supplies, and brings them to meetings.

3 d. Treasurer. The treasurer shall receive all funds of the Organization, keep an accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the executive board. He or she will present a financial statement at every meeting and at other times of the year when requested by the executive board, and make a full report at the end of the year. Section 2: Nominations and Elections. Elections will be held at the second to last meeting of the school year. There shall be a nominating committee composed of no more than 5 members appointed by the officers at least one month prior to the election. The committee shall elect its own chairperson. The nominating committee shall select a candidate for each office and present the slate at a meeting held one month prior to the election. At that meeting, nominations may also be made from the floor. Only those persons who have consented to serve, if elected, shall be nominated for, or re-elected to, such office. Voting shall be by voice vote if a slate is presented. If more than one person is running for an office, a ballot vote shall be taken. Section 3: Eligibility. Members are eligible for office if they are members in good standing at least 14 calendar days before the nominating committee presents its slate. Section 4: Terms of Office. Officers are elected for one year and may serve no more than two (2) consecutive terms in the same office. Each person elected shall hold only one office at a time. Section 5: Vacancies. If there is a vacancy in the office of president, the vice president will become the president. At the next regularly scheduled meeting, a new vice president will be elected. If there is a vacancy in any other office, members will fill the vacancy through an election at the next regular meeting. Section 6: Removal from Office. Officers can be removed from office with or without cause by a Vote of Removal of no less than two-thirds (2/3) of the registered PTO membership whenever, in its judgment, the best interests of the Organization would be served. A Motion of Removal may be brought to the Executive Committee at any time and by any member of the organization during a Regular or Special Meeting of the organization s membership. Upon receipt of a Motion of Removal, the Executive Committee must present the Vote of Removal to the Organization membership within thirty (30) days. Section 7: Sharing Positions. Two persons may serve together as co-officers if agreed to by those persons and elected by the Organization. Section 8: Transition of Officers. All newly elected officers shall meet within one month of their election with the principal of the school for the purpose of appointing chairpersons of standing committees. Outgoing officers shall deliver to their successors all official materials no later than ten days after their successors assume office.

4 Article VII Executive Board Section 1: Membership. The Executive Board shall consist of the elected officers, principal, two teacher representatives, and standing committee chairs. Section 2: Duties. The duties of the Executive Board shall be to transact business between meetings in preparation for the general meeting, create standing rules and policies, create standing and temporary committees, prepare reports and recommendations to the membership, prepare and submit a budget to the membership, approve routine bills, not to exceed $ , within the limits of the budget. Article VIII Committees and Teacher Representatives Section 1: Membership. Committees may consist of members and board members, with the president acting as an ex officio member of all committees and shall be notified of all committee meetings. Section 2: Standing Committees. The following committees shall be held by the Organization: Fundraising, Volunteer Coordinator (Membership), Family Fun, Book Fair, and Nominating. a. The Fundraising Committee shall coordinate and supervise all fundraising efforts of Warren Elementary PTO. b. The Volunteer Coordinator shall solicit volunteers, maintain a volunteer database, and provide a list of volunteer names as needed for PTO projects and activities. c. The Family Fun Committee shall coordinate and supervise the planning and implementation of family events. d. The Book Fair Committee shall coordinate and implement two annual book fairs, one in the fall and one in spring. e. The Nominating Committee shall solicit volunteers to become members of the Executive Board and present a slate for an election of officers at the April meeting. The Nominating Committee shall also facilitate the election. The president may not serve on the nominating committee. Section 3: Additional Committees. The board may appoint additional committees as needed. Section 4: Teacher Representatives. Teacher Representatives shall act as liaisons between the teaching staff of Warren Elementary and the Organization and represent the interests and concerns of Warren Elementary and the Francis Howell School District. Article IX Meetings Section 1: Meetings. Regular meetings shall be held monthly, on the same day and at the same time each month as the school calendar allows, to be determined by the board. The Organization meetings shall be published in the school handbook and newsletter and posted on the Organization bulletin board and website. Section 2: Quorum. Half the number of board members plus one constitutes a quorum.

5 Section 3: Special Meetings. Special Executive Board meetings may be called by any two board members, with 24 hours notice. Special general meetings may be called by the Executive Board with 5 days notice given by sending notes home with students and posting on the bulletin board. Section 4: Privileges. The privilege of holding office, making motions, and voting shall be limited to members of this Organization. Section 5: Business. All Organization business must be conducted at a general meeting or an Executive Board meeting. Section 6: Order of Business. The order of business for all meetings will be as follows: a. Pledge of Allegiance b. Call to order c. Reading of the minutes d. Grant request presentations e. Reports a. President b. Treasurer c. Officers d. School Representatives (Principal or Teacher Representatives) e. Committee Chairpersons f. Old Business g. New Business h. Adjournment Article X Finances Section 1: Budget. A tentative budget shall be drafted in July for each school year and approved by a majority vote of the members present and principal. This budget shall be presented at the first general meeting of the school year for approval by the general membership. Section 2: Records. The treasurer shall keep accurate records of any disbursements, income, and bank account information. Two authorized signatures shall be required on each check over the amount of $ Authorized signers shall be the President, Vice President, and Treasurer. Section 3: Approval. Expenditures of up to $ may be authorized by the President and Treasurer. Expenditures in excess of $ up to $ may be authorized by the majority vote of the Executive Board. Any expenditure in excess of $ shall be approved by majority vote of the general membership. The board shall approve all expenses of the Organization. Section 4: Bond. The Organization will post an annual bond to cover the following officers: President and Treasurer.

6 Section 5: Annual Statement. The treasurer shall prepare a financial statement at the end of the year, to be reviewed by the Executive Board. Section 6: Fiscal Year. The fiscal year shall coordinate with the school year, July 1 through June 30. Section 7: IRS Paperwork. The treasurer will also file all required paperwork with the IRS. Section 8: Teacher Grants. All Grants should be for instructional purposes or to benefit the school. Grant requests must be submitted using grant request forms and follow the current grant request process, as outlined in the standing rules. The treasurer shall make available to teachers the grant request guidelines and processes. Section 9: Reimbursements. Requests for reimbursements shall be made following guidelines outlined in the standing rules. Article XI Parliamentary Authority Robert s Rules of Order, Newly Revised, shall govern the Organization in all cases in which they are applicable and in which they are not in conflict with these bylaws. Article XII Amendments Section 1: Amendments. These bylaws may be amended at any regular or special meeting, providing that previous notice was given in writing at the prior meeting and then sent to all members of the Organization by the secretary. Notice may be given by postal mail, , fax, published in the school or Organization newsletter, or posted on the Organization bulletin board and/or website. Amendments will be approved by a two-thirds vote of those present, assuming a quorum. Section 2: Bylaw committee. 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 two-thirds vote of the Executive Board. The requirements for adoption of a revised set of bylaws shall be the same as in the case of an amendment. Article XIII Standing Rules Standing rules may be approved by the Executive Board, and the secretary shall keep a record of the standing rules for future reference. Article XIV Dissolution Section 1: Notice of Dissolution. The Organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of those present at the meeting. Section 2: Remaining Funds. Upon the dissolution of the Organization, any remaining funds should be used to pay any outstanding bills and, with the membership s approval, spent for the benefit of the school.

7 Amendment 1: Article IX: Meetings Section 1: Meetings. General Meetings shall be held twice yearly (August and April) to approve the PTO budget as outlined in Article X, Section I, and for yearly officer elections, as outlined in Article VI, Section 2. Monthly business meetings shall occur as determined by the board. The Organization meetings shall be published in the school handbook, newsletter, posted on the Organization bulletin board and website. Amendment 2: Article VI: Officers and Elections Section 4: Terms of Office. Officers are elected for a two year term. The president may not consecutively hold the office again. Each person elected shall hold only one office at a time.

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