Leesburg Elementary School PTO Bylaws

Transcription

1 Leesburg Elementary School PTO Bylaws ARTICLE I: NAME The name of the organization shall be the Leesburg Elementary School PTO (the PTO ). It is a non stock corporation formed in the Commonwealth of Virginia. Section 1: ARTICLE II: PURPOSE/OBJECTIVES The objectives of the PTO are: A. To promote the welfare of youth. B. To bring into closer relationship the home and the school, that parents and teachers may cooperate in the education of the child. C. To develop between educators and the general public such united efforts as will secure for every child the highest advantage in intellectual, physical, and social education. D. To foster academic excellence to reduce achievement gaps and encourage unity in the Leesburg Elementary School community. The objectives of the PTO are promoted through an educational program directed towards parents, teachers, and the general public; are developed through conferences, committees, projects, and programs; and are governed and qualified by the basic policies set for in Article III. Section 3: The PTO is organized exclusively for the charitable, scientific, literary or educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or the corresponding Section of any future federal tax code (hereinafter Internal Revenue Code ). ARTICLE III: POLICIES Section 1: The objectives of the PTO shall be promoted through an educational program directed toward parents, teachers, and the general public; shall be developed through conferences, committees, and projects; and shall be governed and qualified by the basic policies set for tin this article. The PTO shall be non commercial, non sectarian and non partisan. Section 3: The PTO may cooperate with other organizations and agencies active in child welfare, provided its representatives makes no commitment that bind the group represented without express written consent of the Executive Committee. Section 4: No part of the net earnings of the PTO shall inure to the benefit of, or be distributable to its members, directors, trustees, officers or other private persons

2 except that the PTO shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distribution in furtherance of the purposes set forth in Article II hereof. Section 5: Notwithstanding any other provision of these articles, the PTO shall not carry on any activities not permitted to be carried on (i) by an association exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code, or (ii) by an association, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code. Section 6: The PTO or members in their official capacities shall not directly or indirectly, participate or intervene (in any way, including publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office, or devote more than an insubstantial part of its activities to attempting to influence legislations by propaganda or otherwise. ARTICLE IV: MEMBERSHIP AND DUES Section 1: Any parent or guardian interested in the objectives of this organization of parents and teachers who are willing to uphold its policies and subscribe to its bylaws may become a member upon the completion of a membership registration. Membership in the PTO entitles the parent or guardian to a copy of the bylaws and financial information upon request. the Secretary shall keep the record of membership. Section 3: the current executive board shall conduct the annual enrollment of members. Additional members may be accepted at any time. Section 4: Teachers are to be considered ex officio members during their tenure at Leesburg Elementary School. Section 5: The privilege of holding office, introducing motions, debating, and voting shall be limited to registered members of the PTO and teachers. Section 1: ARTICLE V: OFFICERS AND THEIR ELECTION A. All officers of the PTO shall be members of this PTO. B. The officers of the PTO shall be President, First Vice President, Second Vice President (Faculty Liaison), Secretary, and Treasurer C. All officers, except the Second Vice President, shall be elected by ballot at the annual meeting. If there is but one nominee for any office, it shall be in order to move that the secretary cast the elective ballot of the PTO for the nominee. D. The Second Vice President shall be a teacher at Leesburg Elementary School and shall be appointed by the principal.

3 E. All officers, with the exception of the Treasurer, shall assume their duties on July 1 st following the annual meeting. F. The Treasurer shall assume his/her official duties upon the completion of the auditing procedures as outlined in Article XII. G. Officers shall serve for a term of one year or until the successors assume their duties. An officer s service shall not extend beyond the end of the first general meeting held on the new school year following his / her year of service. H. A person shall not be eligible to serve more than two consecutive terms in the same office on the executive board unless appointed by a majority vote of the newly elected executive board. I. A vacancy occurring in any office may be filled for the unexpired term by a person elected by a majority vote of the remaining members of the executive committee. In the case of a vacancy occurring in the office of the President, the First Vice President shall automatically assume the role as President for the unexpired term. A. There shall be a nominating committee consisting of three members selected by the President at least two months prior to the election. The President shall designate one person to be chairman who will conduct the nominating activities and preside over the election at the annual meeting. B. The nominating committee shall make a judicious attempt to select nominees for each office and report to the President at least one month prior to the annual meeting. C. The President shall circulate the names of the nominees to the membership prior to the annual meeting. Further nominations may be made from the floor at the time of the annual meeting but prior to the balloting. D. The name of an individual may not be placed in nomination without his / her express consent. Section 1: ARTICLE VI: DUTIES OF OFFICERS The President shall: A. Preside at all meetings of the PTO and of the executive committee B. Perform such other duties as may be prescribed in the bylaws or assigned by the PTO or the other officers and committees. C. Be a member ex officio of all committees except the nominating committee. The First Vice President shall: A. Act as aid to the President B. Perform duties of the President when the President is absent

4 C. Be the liaison with the county school board and report to the general membership on issues before the school board. Section 3: The Second Vice President (Faculty Liaison) shall have the particular responsibility for representing the views of the teachers to the general membership and the executive committee and shall assist in the development of PTO programs. Section 4: Section 5: Section 6: The Secretary shall: A. Record the minutes of the general meetings and the executive committee meetings and shall inform the general membership thereof B. Keep the official copy of the PTO s bylaws. C. Perform such duties as may be delegated. The Treasurer shall A. Receive all monies of the organization, B. Keep an accurate record of receipts and expenditures, C. Pay out funds in accordance with the annual budget approved by the executive committee and the general membership, D. Present a financial statement at each general meeting, executive committee meeting and as otherwise requested or required E. Prepare an annual financial report at the end of the fiscal year. F. Have the accounts audited in accordance with the procedures outlined in Article XII G. File form 990 or 990 EZ as required by IRS regulations. All officers shall: A. Perform the duties prescribed in the parliamentary authority in addition to those outlined in these bylaws and those created from time to time. B. Be responsible for compiling a folio, which shall include all official material pertaining to their offices. ARTICLE VII: MEETINGS Section 1: General meetings of the PTO shall be held in accordance with a schedule prepared by the executive committee at the beginning of the school year. The general membership shall be notified 10 days prior to any scheduled general meeting as to the time, place and agenda of the meeting. Special meetings may be called at any time but 5 days notice to the membership is required in order to make the meeting official for conducting business. Section 3: A quorum of 10 percent of the membership shall be required for the conducting of official business. Official business shall be defined as: 1) election of

5 officers, 2) amendments to these bylaws, 3) approval of annual budget; and 4) any other matters referred to the general membership by the executive committee. Section 4: In the absence of a quorum, the President may, at his/her discretion, call for a vote of those present for the purpose of dispensing with the quorum requirement. ARTICLE VIII: EXECUTIVE COMMITTEE Section 1: The executive committee shall consist of the officers of the PTO, the principal (or his/her designated alternative) and the chairperson of the standing and special committees. to: The duties of the executive committee shall include but not be limited a) Transacting all official business of the PTO with the exception of the items reserved to the general membership by Article VII, b) Coordinating the activities of the officers and committees, c) Creating special and standing committees, d) Developing plans, programs, and schedules for the PTO, and e) Developing budgets for the PTO Section 3: The executive committee shall meet as required. A quorum shall consist of a majority of the elected officers and the principal or his/her designated representative. Any member of the PTO may bring an issue to the attention of the executive committee. The member may contact the President or any other member of the executive committee and request to be heard at the next executive committee meeting. A simple majority of those present and voting shall be sufficient to pass any resolution presented to the executive committee. The elected officers and the principal shall have one vote each. ARTICLE IX: STANDING AND SPECIAL COMMITTEES Section 1: Standing and special committees shall be created by the President with the approval of the other elected officers as may be required for effectively achieving the goals of the PTO. The committee so constituted shall be governed by the bylaws of the PTO. The President with the approval of the other elected officers appoints chairpersons of committees. The term of the committee appointments shall be determined in the executive committee resolution creating the committee but may not exceed the term of the elected officers approving the appointment. Committee chairpersons may participate in the executive committee.

6 Section 3: The committees are not to undertake any activities not properly approved within the scope of the committee s creation. Section 4: The President is an ex officio member of all committees except the nominating committee. ARTICLE X: ARTICLES OF INCORPORATION The bylaws of the PTO shall be deemed part of its articles of organization. ARTICLE XI: AMENDMENTS Section 1: These bylaws may be amended at any general meeting of the organization by two thirds vote of the members present and voting, provided notice of the proposed amendment shall have been given at the previous executive committee meeting. 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 general meeting or by a twothirds vote of the executive committee. ARTICLE XII: AUDITING PROCEDURES Section 1: the executive board prior to the end of the fiscal year shall select an auditing committee or a professional auditor. An auditing committee shall consist of no fewer than three (3) members and no one with signature authority shall sit on the auditing committee. The Treasurer shall submit the books and records to the auditing committee or professional auditor at the end of the fiscal year. The audit report shall be submitted in writing to the executive board prior to the finalization of the proposed budget for the coming school year. Section 3: The executive committee shall, upon resignation of the treasurer during a term, select an auditing committee or a professional auditor within one (1) week of the resignation. The audit shall be performed with fiscal year auditing procedures and shall be completed within three (3) weeks of the resignation. This audit shall not be performed in lieu of the fiscal year end audit. Section 4: The newly elected Treasurer shall not undertake any banking responsibilities of that office, with the exception of depository duties, reconciliation of bank statements, change the signatory or other clerical duties not requiring signatory until the audit is presented to the executive committee. Section 5: All audit reports shall be presented to the general membership for review and adoption. The fiscal year end audit report shall be presented to the

7 membership for adoption at the first general membership meeting held after completion of the report. ARTICLE XIII: FISCAL YEAR The fiscal year of the PTO shall begin on July 1 and end on June 30. ARTICLE XIV: DISSOLUTION In the event of liquidation, dissolution or winding up of the organization, whether voluntary, involuntary, or by operation of law, the PTO shall, after paying or making provision for the payment of all of the liabilities of the PTO, dispose of all the assets of the PTO in such manner as the executive board shall determine to one or more nonprofit funds, foundations, or associations that have established their tax exempt status under Section 501(c)(3) of the Internal Revenue Code and whose purposes are in accordance with those of this PTO.