Riverside Junior High Triangle Club (PTO) Bylaws

Transcription

1 TABLE OF CONTENTS Riverside Junior High Triangle Club (PTO) Bylaws ARTICLE 1: Name and Purpose Section 1.1 Name Section 1.2 Purpose ARTICLE 2: Records Section 2.1 Records ARTICLE 3: Membership and Voting Section 3.1 Membership Section 3.2 Voting ARTICLE 4: Meetings Section 4.1 Place of Meetings Section 4.2 Frequency of Meetings Section 4.3 Notice of Meetings Section 4.4 Special Meetings Section 4.4 Quorum Section 4.6 Cancellation of Meetings Section 4.7 Meeting Minutes ARTICLE 5: Board Section 5.1 Executive Board ARTICLE 6: Officers Section 6.1 Officers Section 6.2 Duties a. Co-Presidents b. Co-Vice-Presidents c. Secretary d. Treasurer e. Members At Large Section 6.3 Removal Section 6.4 Vacancy ARTICLE 7: Employees and Subcontractors Section 7.1 Number Section 7.2 Directions and Review a. Managing Activities b. Performance Criteria c. Reviews Section 7.3 Compensation ARTICLE 8: Standing Committees Section 8.1 Number Section 8.2 Selection of Committee Chair Section 8.3 Meetings Section 8.4 Records Section 8.5 Removal Section 8.6 Vacancy

2 ARTICLE 9: Nomination and Election of Officers Section 9.1 Nominating Committee Section 9.2 Procedure Section 9.3 Election ARTICLE 10: Finances Section 10.1 Accounting Year Section 10.2 Accounting Method Section 10.3 Review of Records Section 10.4 Funds Section 10.5 Contracts Section 10.6 Budget Section 10.7 Spending Limits ARTICLE 11: Requisitions Section 11.1 Requisitions ARTICLE 12: Parliamentary Procedures Section 12.1 Procedures ARTICLE 13: Not-For-Profit Status Section 13.1 Status Section 13.2 Requirements Section 13.3 Dissolution ARTICLE 14: Amendments Section 14.1 Bylaws STANDING RULES Standing Rule A: Requisition Guidelines

3 ARTICLE 1 Name and Purpose Section 1.1 Name: The name of this organization shall be the Riverside Junior High Triangle Club PTO. Section 1.2 Purpose: The Riverside Junior High Triangle Club PTO is a not-for-profit; nondiscriminatory organization established to support and assist the students, families, and faculty of Riverside Junior High School by: 1. Raising funds to supplement the needs of the school for the benefit of the students. 2. Promote communication between students, staff, and parents. 3. Provide volunteer services for school functions and to assist staff. ARTICLE 2 Records Section 2.1 Records: The Riverside Junior High Triangle Club PTO shall keep a copy of (a) its Bylaws and all amendments currently in effect; (b) meeting minutes; and (c) an appropriate record of accounting. Each committee chairperson shall keep a record of all committee activities. This record shall be forwarded at the end of each school year to the newly elected Co-Presidents. Chairpersons may transfer materials over two years old from folders/binders to the Riverside Junior High Triangle Club PTO filing cabinet. Materials five years or older may be purged from the Riverside Junior High Triangle Club PTO filing cabinet. ARTICLE 3 Membership and Voting Section 3.1 Membership: Membership of the Riverside Junior High Triangle Club PTO consists of all parent(s) or legal guardian(s) of students enrolled at Riverside Junior High School its staff. Section 3.2 Voting: Each member in is entitled to one (1) vote during any general or special meeting. ARTICLE 4 Meetings Section 4.1 Place of Meetings: Riverside Junior High Triangle Club PTO meetings shall be held at Riverside Junior High School or at any other place the Executive Board designates.

4 Section 4.2 Frequency of Meetings: Meetings shall be held during the school year at a time and date as designated and published by the Co-Presidents. A minimum of four Riverside Junior High Triangle Club PTO meetings will be held annually. Section 4.3 Notice of Meetings: Notification of Riverside Junior High Triangle Club PTO meetings shall be publicized on the school website and available at the school. Section 4.4 Special Meetings: Special meetings of the Riverside Junior High Triangle Club PTO may be called by the Principal or the Co-Presidents, or by a majority of the members of the Executive Board with an attempt of prior notification. Section 4.5 Quorum: Members of the PTO shall constitute a quorum. An action of the members requiring a vote will be taken from the majority present. Section 4.6 Cancellation of Meetings: No meeting shall be canceled except in the event of a school closing or extenuating circumstances determined by the Principal and/or the Co-Presidents. Section 4.7 Meeting Minutes: The Secretary shall maintain minutes of the meeting. ARTICLE 5 Boards Section 5.1 Executive Board: The Executive Board of the Riverside Junior High Triangle Club PTO shall consist of elected officers of PTO and the principal of the school. ARTICLE 6 Officers Section 6.1 Officers: The officers of the Riverside Junior High Triangle Club PTO will be (Co) Presidents, (Co) Vice-Presidents, Secretary, Treasurer and 1-4 Members At Large, number to be determined by the Presidents. They will be elected during the Spring Meeting and will hold office from July 1st to June 30th of the following year. Section 6.2 Duties: The following will be the duties of each officer: a. (Co)Presidents. The (Co) Presidents will preside at all meetings of the organization, and will be a member ex-officio of all committees. The Co-Presidents will serve on the Superintendent s Advisory Council, and will perform all other duties pertaining to the office. The (Co) Presidents will maintain records according to Article 2 Sec b. (Co) Vice-Presidents. The Co-Vice-Presidents will assume the duties of the Co- Presidents the following year. The Co-Vice-Presidents will preside in the absence of the

5 Co-Presidents. The Co-Vice-Presidents shall be responsible for heading the nominating committee and assignment of all chairpersons for the following school year in which he or she shall serve as Co-Presidents. The Co- Vice-Presidents will ensure that all committee records are being maintained and will update the folders/binders as needed with pertinent Riverside Junior High Triangle Club PTO information. The Co-Vice- Presidents shall work with the incoming Executive Board to determine a calendar of events and activities for the upcoming year. The Co-Vice-Presidents will then meet with the Principal to discuss the proposed calendar. The (Co) Vice-Presidents will maintain records according to Article 2 Sec.2.1. c. Secretary. The Secretary will keep minutes of all Board and general meetings. The Secretary will have responsibility for all books, records, and correspondence pertaining to the business of the organization except those of the Treasurer, and will be responsible for the distribution of the Riverside Junior High Triangle Club PTO minutes at the general meetings. The Secretary will maintain records according to Article 2 Sec.2.1. d. Treasurer. The Treasurer will receive, deposit and disburse all moneys of the organization and will keep an accurate record of all transactions. The Treasurer (or his/her designate) will attend all Riverside Junior High Triangle Club PTO functions that generate money and be responsible for the collection of that money. The Treasurer will present a statement of account at every Riverside Junior High Triangle Club PTO meeting and at other times when requested by the Executive Board. At the close of the year, the Treasurer will have the financial records ready for review by an accountant, who is appointed by the Executive Board, and file all necessary financial paperwork. Prior to the end of the school year, the Treasurer will work with the Executive Board to prepare a preliminary budget for the upcoming school year. The Treasurer will maintain records according to Article 2 Sec.2.1. e. Member At Large. The Member at Large will perform duties as assigned by the (Co) Presidents or (Co) Vice Presidents. The Member at Large will maintain records according to Article 2 Sec.2.1. Section 6.3 Removal: Any Officer may be removed with cause at any time by the vote of the majority of the Executive Board at any general or special meeting. Section 6.4 Vacancy: The Executive Board will appoint a person to fill a vacancy occurring in an office for the unexpired term of the resigning or removed officer.

6 ARTICLE 7 Employees and Subcontractors Section 7.1 Number: There may be as many employees or contractors as deemed necessary by the Executive Board to carry out its objectives within the scope of the budget. Section 7.2 Direction and Review: The Executive Board will be responsible for: a. Managing and directing the activities of said employees and contractors. b. Establishing performance criteria of said employees and contractors. c. Conducting periodic reviews of said staff at the timing of the Board s choice. Section 7.3 Compensation: The Executive Board, exclusively, will be responsible for determining compensation for all employees and contractors. ARTICLE 8 Standing Committees Section 8.1 Number: There may be as many standing committees as deemed necessary by the Executive Board to carry out its objectives. Section 8.2 Selection of Committee Chair: The nominating committee will publish, in the elementary and intermediate newsletters, a statement requesting any person who has an interest in serving as a committee chair to contact the Riverside Junior High Triangle Club PTO Co-Vice-Presidents. The Co-Vice-Presidents of the Riverside Junior High Triangle Club PTO Club will select the chair of these committees, as outlined in Article 6. Each standing committee will consist of volunteers who have requested to work on the committee, or have been appointed by the chair. Section 8.3 Meetings: The chair (or his/her designate) of each committee shall attend Riverside Junior High Triangle Club PTO meetings and report committee progress. The chair (or representative of the committee) of a scheduled activity or event, will be required to attend the Riverside PTO meeting prior to and after the committee s scheduled event. Section 8.4 Records: Each chair shall be required to maintain a committee record which will include a summary of procedures and activities that occurred during the course of the year pertaining to their committee. Section 8.5 Removal: Any chair may be removed with cause at any time by the vote of the majority of the Executive Board at any general or special meeting. Section 8.6 Vacancy: The Executive Board will appoint a person to fill a vacancy occurring in a committee chair for the unexpired term of the resigning or removed chair.

7 ARTICLE 9 Nomination and Election of Officers Section 9.1 Nominating Committee: The nominating committee will be organized in March. The Co-Vice-Presidents will serve as chair of the committee. The nominating committee will consist of members from the Riverside Junior High Triangle Club PTO. The nominating committee will consist of no less than five members. Section 9.2 Procedure: The nominating committee will publish, in the elementary and intermediate newsletters, a statement requesting any person who has an interest in holding an office to contact the Riverside Junior High Triangle Club PTO Co-Vice- Presidents. The nominating committee will publish the slate of candidates two weeks before the Spring Meeting. Additional nominations may be received in writing two weeks prior to the election. The consent of each candidate must be obtained before his/her name is placed on the slate. Section 9.3 Election: The election of officers will be held at the Spring Meeting. The slate of candidates shall be publicized on the school website and available at the school two weeks before the meeting. Elections will be a majority of all votes of the membership in attendance. If there is more than one candidate, the candidate receiving the most votes will be declared the winner. If there is only one candidate for each office, the Secretary will record the candidates elected by unanimous ballot. ARTICLE 10 Finances Section 10.1 Accounting Year: The Fiscal year of the Riverside Junior High Triangle Club PTO shall be from July 1 through June 30. Section 10.2 Accounting Method: The general accounting method of the Riverside Junior High Triangle Club PTO is the cash method of accounting. Section 10.3 Review of Records: The Executive Board will appoint an accountant to review the financial records. The Treasurer will have the financial records ready in a reasonable amount of time after the end of the fiscal year. The financial report will be presented at the first Riverside Junior High Triangle Club PTO meeting the following school year. Section 10.4 Funds: The funds of the organization will be derived from means as shall be determined by the Executive Board. Section 10.5 Contracts: The Executive Board must authorize any officer or committee chair to enter into any contract on behalf of the Riverside Junior High Triangle Club PTO.

8 Section 10.6 Budget: The proposed budget must be voted upon by the membership at the first scheduled Riverside Junior High Triangle Club PTO meeting of the school year. Section 10.7 Spending Limits: a. The Co-Presidents may authorize any expenditure up to $ b. The Executive Board may authorize expenditures not currently budgeted, up to $ within the financial constraints of the budget. c. Any expenditure exceeding $ must be approved by a majority vote of the membership in attendance at a Riverside Junior High Triangle Club PTO or Board meeting. ARTICLE 11 Requisitions Section 11.1 Requisitions: The Riverside Junior High Triangle Club PTO will accept requisitions each school year as outlined in Standing Rule A attached to these Bylaws. Exceptions may be made on an individual basis based on need. ARTICLE 12 Parliamentary Procedures Section 12.1 Procedures: The rules contained in Robert s Rules of Order, Revised will govern this organization in all cases to which they are applicable and in which they are consistent with these Bylaws. ARTICLE 13 Not-For-Profit Status Section 13.1 Status: Said organization 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 any future federal tax code. Section 13.2 Requirements: 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 be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purpose set forth in the purpose clause hereof. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting 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. 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

9 section 170 (c) (2) of the Internal Revenue Code, or corresponding section of any future federal tax code. Section 13.3 Dissolution: Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of 501 (c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or 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 by the Circuit Court 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 charitable, educational, or public purposes. ARTICLE 14 Amendments Section 14.1 Bylaws: These Bylaws were read, approved and adopted by the Riverside Junior High Triangle Club PTO on September 3, 2009 and shall supersede and replace any Bylaws previously in place.

10 RIVERSIDE PTO STANDING RULE A: REQUISITION GUIDELINES The purpose of requisition money is to facilitate the Riverside School as best we can, and meet as many needs as we can within the guidelines listed below. 1. Requisitions are accepted from teachers, coaches, and staff each school year. 2. The request must be turned in on the requisition form provided by Riverside PTO, must be for a specific item or items, must be for a specific amount, and must include details whenever possible. 3. Requisition money must be spent on the item requested. 4. Money allotted for the requisitions must be spent by May 1 of the current school year in order to close the Treasurer's books. Money not spent by May 1 will return to Riverside PTO. 5. Items requisitioned should not be for single ownership or consumption, but should be able to be used by more than one student or faculty member. For example, track warm-ups can be requisitioned if they will be used year after year but practice T-shirts owned by a specific individual cannot. 6. Riverside PTO reserves the right to award money on the merits of a specific request and to draw a distinction between curricular, co-curricular and extra curricular trips. Riverside PTO also reserves the right to award money in the form of scholarship for need to ensure that a trip is not canceled due to individual need. 7. Completed requisition forms are to be returned to the principal at least one week prior to winter break of the current school year and will be decided on at the Winter Riverside PTO meeting. 8. Exceptions may be made on an individual basis based on need. These standing rules were read, approved and adopted by the Riverside Junior High School Triangle Club (PTO) on September 3, 2009 and shall supersede and replace any standing rules previously in place.