BYLAWS OF SUMMIT HIGH SCHOOL PTO SUMMIT UNION COUNTY, NEW JERSEY MEMBERSHIP APPROVAL DATES

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1 BYLAWS OF SUMMIT HIGH SCHOOL PTO SUMMIT UNION COUNTY, NEW JERSEY MEMBERSHIP APPROVAL DATES Original: December 16, 2008 Revised: March 16, 2016 Amended: October 19, 2017 Amended: May 18, 2018 Reviewed: March 8, 2019 FEDERAL EMPLOYER IDENTIFICATION NUBMER STATE TAX NUMBER Next Review Due by March

2 ARTICLE I: Name The name of this organization is the Summit High School PTO of Summit, Union County, New Jersey. It is a local Parent Teacher Organization directed by the Parents and Teachers of Summit High School students for the students benefit. ARTICLE II: Article of Incorporation Section 1. The objectives of the Summit High School PTO are: a. To promote the health, safety and welfare of students of Summit High School. b. To keep the Summit High School community appraised of legislation and budget issues that affect public education. c. To foster ongoing communication between parent/guardians and teachers/administration in order to cooperate intelligently in the education of Summit High School students. d. To enrich the quality of life in Summit High School by selecting, funding and managing, in conjunction with the SHS administration, projects that are not funded within the school budget to benefit SHS students. Section 2. The objectives of the PTO are promoted through parents, teachers, and administrators and our larger community. They are developed through conferences, committees, projects, and programs: and are governed and qualified by the basic policies set forth in Article III. Section 3. Summit High School Parent Teacher Organization, a NJ nonprofit corporation is organized exclusively for charitable and educational purposes including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c) (3) of the Internal Revenue Code, or corresponding section of future Federal tax code. ARTICLE III: Basic Policies Section 1. The following are basic policies of the Summit High School PTO: a. The organization shall be noncommercial, nonsectarian, and nonpartisan. b. The organization and its members, in their official capacities, shall not endorse a commercial entity or engage in activities not related to promoting the objectives of the organization. c. The organization shall work with the school to provide quality education for Summit High School students and support and enhance school policies. d. No part of the net earnings of the 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 and to make payments and distributions in furtherance of the purposes set forth in the purpose clause. 2

3 e. No substantial part of the purpose of the organization shall be the attempt to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. f. Notwithstanding any other provision of this document, 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 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or (b) by an organization, contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code, or corresponding section of any future federal tax code. g. Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization 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. ARTICLE IV: Membership and Dues Section 1. Every individual who is a member of the PTO is entitled to all the benefits of such membership. Section 2. Membership of this PTO shall be made available without regard to race, color, creed or national origin. Section 3. This PTO shall conduct an annual enrollment of members but may admit individual to membership at any time. Section 4. Each member of the PTO shall pay such annual dues to aid the organization as may be prescribed by the organization. Section 5. Each member of this PTO shall pay annual dues as determined by the executive committee and approved by the membership of said organization. Section 6. The Membership Chairperson of the PTO shall collect the annual dues and remit to the Treasurer for recording and deposit to account. Section 7. Members of good standing in the PTO are those who abide by their current bylaws and who have paid current dues. 3

4 Section 8. Members who are under the age of 18 years are prohibited under New Jersey law from signing contracts that bind the members of the PTO. Section 9. The PTO membership year shall commence on October 1 st and end on September 30 th. Section 10. Active members shall be those who paid their annual dues to the PTO. ARTICLE V: Officers/Executive Board Only those individuals who have been members in good standing for 15 days shall be eligible for nomination, whether by committee or from the floor. Section 1. The officers of this PTO shall be the SHS principal, two co-presidents, two presidents-elect, a communications vice president, a recording secretary, and a treasurer. These officers shall comprise the Executive Board. Section 2. Officers shall be elected annually, excluding the principal, by paper or ballot, at a general membership meeting in the month of May. Terms of office shall by one year, exclusive of the treasurer who shall serve a two-year term. Section 3. When there is but one candidate for an office, the ballot for that office may be dispensed with and election held by a voice vote. A majority vote shall be required for election. Section 4. The following provisions shall govern the qualifications and eligibility of individuals to be officers of the Summit High School PTO: a. Each officer shall be a member of this PTO. b. No officer may be eligible to serve more than two (2) consecutive terms in the same office. c. A person who has served more than one-half of a term shall be deemed to have served a full term, in such office; and d. Each officer shall be at least 18 years of age as of the date of the election. Section 5. Officers shall assume their official duties following the close of the meeting in May. Section 6. In the event of the resignation or death of a co- president, the remaining copresident shall be the sole president. Other vacancies shall be filled as quickly as possible by a PTO member in good standing for the unexpired term by majority vote of the remaining members of the Executive Board. The secretary shall give 10 days notice of such an election. If there is more than one candidate for office, the vote shall be by ballot. 4

5 Section 7. A Nominating Committee shall make nominations for the officers outlined in Article V. The following provisions shall govern the committee and nominating process: a. The co-presidents shall appoint the members of the Nominating Committee; b. The committee shall be comprised of at least 3 members and be composed of volunteer class parents and at least one co-president-elect; c. The appointed committee will convene at least one month prior to the election of officers as outline in Article VI; d. Committee members may elect a committee chairman; e. The committee shall select one (1) eligible person for each office to be filled and give notification of all nominated persons at the April General Membership meeting; f. Only persons who have signified their consent shall be eligible to be nominated to such an office, whether by committee or from the floor, g. Following the final report of the nominating committee at the election meeting in May, an opportunity shall be given for nominations from the floor; and h. Nominees from the floor shall have given 20 days notice before the election meeting of their intent to run. Notification must be in writing to the PTO president, Recording Secretary and Nominating Committee Chairman; i. Nominating committee members remain eligible for nomination and may be considered for office. ARTICLE VI: Duties of PTO Officers Section 1. The co-presidents shall preside at all meetings of the PTO and of the Executive Board; shall perform such duties as may be prescribed in these bylaws or assigned to him/her by the PTO or by the Executive Board; and shall coordinate the work of the officers and committees of the PTO in order to meet the objectives of the PTO. Section 2. The co-presidents-elect shall acts as aide(s) to the presidents; shall be the primary contact for all PTO committee chairs; and and shall be delegated the duties of the president(s) in case of the president s absence or inability to serve. Section 3. The recording secretary shall record the minutes of all meetings of the Summit High School PTO and of the Executive Board, shall oversee the PTO calendar s accuracy; and shall perform other duties as may be delegated to him/her. Section 4. The communications vice president shall conduct all general correspondence of the PTO as directed by the co-presidents and Executive Board; shall send weekly, or as needed s regarding important information to PTO members; shall be responsible for maintaining and updating the PTO website on an as-needed basis to ensure that the information recorded on such website is current and accurate. 5

6 Section 5. The duties of the treasurer are the following: a. The treasurer shall have custody of all funds of this PTO; b. The treasurer shall keep an accurate record of receipts and expenditures; c. The treasurer shall be responsible for the maintenance of accounts and records: d. The treasurer will make disbursements as authorized by the presidents, Executive Board, or this PTO in accordance with the budget adopted by this PTO. e. The treasurer and one of the presidents shall co-sign checks and vouchers. In an emergency or unavailability of the treasurer, another member of the Executive Board may sign in her place. f. The treasurer shall provide a financial statement of accounts at every meeting of the organization and at other times when requested by the executive Board, and shall make a full report yearly; g. The treasurer s accounts shall be examined annually or upon change of office, by an auditor (CPA) or an auditing committee of not less than 3 members, who, satisfied that the treasurer s annual report is correct, shall sign a statement to the facts at the end of the report; and h. The auditor (CPA) or the auditing committee shall be appointed by the president with approval of the Executive Board and shall provide a audit report upon completion of work. Section 6. All officers shall deliver to their successors all official material no later than ten days following the close of the meeting in June or upon resignation. An exception to this is for the office of the treasurer, which transitions after the close of the fiscal year on June 30. Section 7. The current PTO Executive Board has budget responsibility and authority for that specific operating year only; they should not commit budget dollars to a future year or for a future project. (e.g. a pilot program can only be a 1 year commitment, not 2 year). ARTICLE VII: Executive Board Responsibilities Section 1. The Executive Board shall consist of the officers of the Summit High School PTO. The SHS Principal or his/her appointed representative shall serve as a non-voting member of the Executive Board. Section 2. The Executive Board shall hold regular meetings at least five times during the school year, the time to be fixed by the board at its first meeting of the year. Section 3. The Executive Board shall transact business in the intervals between organization meetings and such business as may be referred to it by the organization. A majority of those serving (half +1) shall constitute a quorum for the Executive Board when a vote is required. Conclusions and actions shall be reported at the next regular meeting of the organization. 6

7 Section 4. The Executive Board shall create Standing and Special Committees to accomplish the objectives of the organization as set forth in Article II of this document. regarding management of the committees: a. Elect/appoint chairmen of the standing and Special committees. b. Approve the plans and expenditures of all committees. Section 5. Fiduciary Responsibilities of the Executive Board are: a. To create a fiscal year budget for presentation and approval by the membership. b. To manage the finances of the organization, both revenue and expense, according to the budget approved by the membership. c. To approve contracted work. d. Any contract of $1,000 or more requires the signature of two members of the Executive Board. e. To present a financial report at all regular meetings of this organization. f. To approve routine bills within the limits of the budget. g. Approve the appointment of an auditor or auditing committee to audit the treasurer's accounts annually within six months of the start of the fiscal year. Section 6. Special meetings of the Executive Board may be called by the President or by a majority of the members of the board; one day notice having been given. The purpose of the meeting shall be stated in the call. ARTICLE VIII: General Membership Meetings Section 1. Only members who are in good standing as defined in Article V shall be eligible to participate in the business of this PTO. Section 2. At least 5 general membership meetings of this PTO shall be held during the school year. Dates of meetings shall be determined by the Executive Board and announced at the first general membership meeting of the year. Section 3. The Annual General Membership Meeting for the purpose of electing new officers shall be held in April or May, as the school calendar permits, as determined by the Executive Board. Section 4. At least 3 days notice shall be given of a change of date of general membership meetings. Section 5. The Executive Board may call special general membership meetings with three days notice to the general membership. The purpose of the meeting will be stated in the call. Section 6. The General Membership meeting for the purpose of the budget presentation shall be the first general meeting following the close of the fiscal year. The audit report will be presented within six months of the close of the fiscal year. 7

8 Section 7. Ten (10) members shall constitute a quorum for the transaction of business during any general membership meeting of this PTO. Section 8. Electronic voting (ie, via ) may be taken to transact the business of the organization. ARTICLE IX: Standing Committees and Special Committees Section 1. Only members of this PTO shall be eligible to serve as committee chairmen or committee members. Section 2. The Executive Board shall create standing committees as needed to promote the objectives and interests of this PTO. The chairmen of a standing committees shall be elected/appointed by the Executive Board and their term shall be for one (1) year. Section 3. The chairmen of all standing committees shall present operational and financial plans of work to Executive Board for approval. No committee work shall be undertaken without the approval of the Executive Board nor shall any monies by committee to or dispersed without approval of the Executive Board. Section 4. The co-presidents may appoint special committees to reach a clear and specific purpose when such is deemed necessary to carry on the work of the PTO. Section 5: A special committee is automatically dissolved when its final report is received by the Executive Committee. Section 6. The co-presidents shall be ex-officio members of all committees except the auditing committee. ARTICLE X: Fiscal Year The fiscal year of this PTO shall begin on July 1 and end on June 30. The fiscal year differs from the membership year. ARTICLE XI: Parliamentary Authority The rules contained in the current edition of Robert s Rules of Order Newly Revised shall govern the Summit High School PTO and all cases in which they are applicable except when they are not in conflict with these bylaws or the articles of incorporation. 8

9 Note: A copy of the bylaws should be available at every meeting. ARTICLE XII: Amendments Section 1. These bylaws may be amended at any regular meeting of the Summit High School PTO by a 2/3 (two-thirds) vote of the members present and voting, providing that notice of the proposed amendments shall have been given at least 14 days prior to the meeting at which action is to be taken. Section 2. A committee may be appointed to submit a revised set of bylaws as a substitute for these bylaws only by a majority vote at a meeting of this PTO, or by a 2/3 (two-thirds) vote of the executive board, providing a quorum being present at both. The requirement for adoption of a revised set of bylaws shall be the same as in the case of an amendment. Section 3. These bylaws must be reviewed and approved once every 3 (three) years at any regular meeting of the Summit High School PTO by a 2/3 (two-thirds) vote of the members present and voting, providing that notice of the bylaws vote is given at least 14 days prior to the meeting at which action is to be taken. 9