Caley Elementary School Parent Teacher Co-Op Bylaws I. Name and Purpose: A. The name of this organization shall be the Caley Elementary School Parent Teacher Co- Op (hereinafter referred to as "PTC"). B. The purpose of this Co-Op is to foster a better understanding and cooperation between the faculty and parents of children at Caley Elementary School and to promote the welfare of and provide services to the children and the school. C. The Caley Elementary School PTC 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 corresponding section of any future federal tax code (hereinafter "Internal Revenue Code"). II. Involvement in PTC: A. Regular Membership. All parents and/or legal guardians of students who currently attend Caley Elementary School shall be eligible for membership in the PTC. Regular Members shall have the right to attend and participate in all meetings and activities of the Caley Elementary School PTC, and shall have the right to vote or to hold office. B. Faculty & Staff Membership. All faculty and staff who currently are employed full-time at Caley Elementary School shall be eligible for membership in the PTC. Staff members shall have the right to attend and participate in all meetings and activities of the Caley Elementary School PTC. Staff members shall have the right to vote at the monthly meetings, to elect officers in May, and to hold the designated Teacher Representative positions at the monthly meetings. III. Meetings: A. Regular meetings of the PTC shall be held not less than five times during the school year. Dates are to be determined by the Executive Board and the Principal. These meetings are open to the general PTC membership and invited guests of the Board. B. Meetings shall be on a consistent schedule and notice will be included in the Caley Cougar Connection e-newsletter, the Caley and PTC website. If a regular meeting needs to be rescheduled, members will be notified in the appropriate manner. C. The annual meeting of the Executive Board shall take place in June of each calendar year, the exact date to be decided by the Executive Board. D. The order of business for all meetings shall be: Program/Speaker (optional) Meeting called to order
Officers' Reports Committee Reports Principal Report Teacher Representative Report Old Business New Business Adjournment E. The appropriate School Board Members should be invited to meetings. IV. Voting: A. Each member of the PTC is entitled to (1) vote. Except in special circumstances, a person must be present at a meeting to vote. Voting by one member of the PTC on behalf of another is not permitted. B. Any motion submitted to the Executive Board at a properly convened meeting of the members shall become binding upon the PTC is approved by a simple majority of those present and voting. C. For items of $100-$500 the Executive Board may vote via group text, email, and/or conference call. This action will be shared at the next regularly scheduled board meeting. V. Officers: A. The officers of the Co-Op shall be: President, Vice President, Corresponding Secretary, Recording Secretary, Treasurer and such other officers as the PTC may deem desirable. The officers will be elected for a term of two years. To maintain continuity, the terms are ideally managed so they will not all expire on the same year. For the position of President and Vice President, there may be more than one person filling these (co) positions. In the event that no other person runs for office the current officer may stay in that office. B. Sitting officers may request a transfer to a different or open board position prior to initiating the nomination process at the March meeting. A vote of eligible members will be held during the March meeting to determine if the transfer request is passed. C. The slate of candidates for the new school year shall be presented at the April PTC meeting. No members shall be nominated without first obtaining the person's consent. Persons wishing to be nominated must have volunteered for one or more PTC events or as a homeroom parent during the current school year and obtained signatures from two Caley families. Candidates cannot sign their own nomination form. D. Officers shall be elected by ballot, of the members present voting, at the May PTC
meeting. However, if there is but one nominee for office, election for that office may be conducted by voice vote. Ballots will be distributed and collected at the beginning of the meeting and counted by the building principal or designee (judge) along with a sitting board representative (teller). Results will be made public at the same meeting. A majority of the votes cast shall constitute an official and valid election. Any positions remaining open will be filled as soon as possible. E. Should an Executive Board position be unfilled or become open outside of the annual election in May, the current Executive Board will have the opportunity to appoint a Caley member to the open position to complete the school year. F. All officers will deliver to their successor s official materials at the close of the fiscal school year (June 30 th ). G. Any materials owned by the PTC or by Caley Elementary School, including but not limited to keys, office supplies, and forms held by a member of the PTC Executive Board or any other PTC member must be turned over to the Principal or PTC President by the end of the fiscal school year (June 30 th ). H. Newly elected officers shall assume office in following the promotion ceremony for fourth graders in June. I. The officers of the PTC, the Principal, the Teacher Representatives, and those who are chairpersons or hold special appointed positions shall constitute the Executive Board for the purpose of planning and directing the activities of the PTC. VI. Duties of Officers: PRESIDENT OR CO-PRESIDENT A. Shall preside at all meetings of this organization and of the Executive Board. B. May appoint all committee chairpersons, special positions, and Upper Merion School Board Liaison. C. Coordinate the activities of officers and committees in order that PTC objectives may be promoted. D. In the event there are Co-Presidents, each shall have the authority to bind and represent the PTC as if there were only one President. E. Act as the primary liaison to the Principal. F. Has the authority to call special Executive Board meetings or poll the Board members as the need arises. G. Has the authority to spend up to $100.00 for emergency items without calling a
special Executive Board meeting. This expense will be shared with the Executive Board within 72 hours. H. Complete Building Permits for Caley PTC Events. I. Participate in PTC functions and events. VICE-PRESIDENT OR CO-VICE PRESIDENT A. Shall perform the duties of the President in his/her absence. B. Maintain the PTC Contact List. C. Organize PTC monthly fundraisers including restaurant nights and special events. D. Organize the out-going Board Members and recognition of service. E. Participate in PTC functions and events. RECORDING SECRETARY A. Keep the minutes of all meetings of this organization and its Executive Board. B. Provide information for the district website regarding PTC events/information. C. Upon approval of the monthly minutes, shall provide same for posting on the district website. D. Make copies of amendments or revisions of these Bylaws and make them available upon request. E. Participate in PTC functions and events. CORRESPONDING SECRETARY A. Conduct the correspondence of this organization as necessary. B. Inform the membership of meeting dates as required. C. Answer PTC email correspondence and upcoming events. D. Post and maintain PTC information on Caley FaceBook Page. E. Create and maintain the SignUpGenius Website. F. Participate in PTC functions and events
TREASURER A. Have charge of the funds of the organization and keep all books and accounts of the organization. B. Have custody of the organization's financial records, including bank statements, cancelled checks, disbursement forms, invoices, receipts, and budgets for a period of four (4) fiscal years. C. Prepare and present an itemized financial report spreadsheet and bank statements at each meeting. D. Prepare the budget with the assistance of the President or Co-Presidents prior to the first fall meeting. E. Has the authority to spend up to $100.00 for recurring expenses without a vote. This expense will be shared with the Executive Board within 72 hours. F. Participate in PTC functions and events VII. Committees and Appointed Positions: A. Committees shall be determined each year by the Executive Board. B. Committee chairpersons shall be appointed by the President(s), in the event that the position is vacant. C. More than one person may be appointed to chair any committee. D. The Executive Board shall establish the budget for each committee. E. The chairperson of each committee shall present its plans and intentions to the Executive Board and no work shall be undertaken without approval. F. Chairpersons cannot go over their established budget without approval from the Executive Board. G. All chairpersons shall submit to the President a summary report, receipts, and finances, and the file or notebook of their committee at the end of their terms. VIII. Finances: A. The officers will present the budget of anticipated revenue and expenditures at the first regular meeting of the school year. This budget will be used to guide the organization's activities throughout the year. Any substantial deviations from the
budget ($1,000 or more) must be approved by the general membership. B. Only the Executive Board can enter into contracts or agreements on behalf of the Organization. Neither the officers nor any other member may enter into contracts or agreements on behalf of Caley Elementary School or the Upper Merion Area School District. C. No loans shall be made by the organization to its officers or members. D. Money raised by the PTC is intended to support the students and staff of Caley Elementary and the Upper Merion Area School District. Charitable giving should be limited to those two entities. The funds distributed are intended to support student learning at school and/or programs for families. E. The treasurer will deposit all funds of the organization into an account of the organization in such banks or other depositories as the officers may select and will make disbursements as authorized by the officers in accordance with the budget. All deposits and disbursements will be made within 30 days. F. The fiscal year of the PTC shall be July 1 st to the following June 30 th. IX. Amendment to the ByLaws: A. Amendments may be proposed by a member of the PTC. The proposed amendment shall be submitted in writing to the (Recording) Secretary, and it shall be signed by at least three members of the PTC. The (Recording) Secretary shall read the proposed amendment in an open meeting under the heading of New Business. The amendment shall become a part of these Bylaws if at the regular meeting following its first reading by the (Recording) Secretary, it is accepted by the majority of eligible voters present. X. Dissolution: A. In the event that the Caley Elementary School PTC Membership decides to dissolve the organization, all remaining assets/funds will be turned over to the Caley Principal for dissemination toward the benefit of the Caley Elementary School. These Bylaws were adopted by the executive board of the PTC by a majority vote during a meeting properly called on May 25, 2017, and shall take effect immediately.