E.C. Stevens School and Pond Hill School Parent Teacher Organization Bylaws

E.C. Stevens School and Pond Hill School Parent Teacher Organization Bylaws Article 1. Name The name of this organization is the E.C. Stevens School and Pond Hill School Parent Teacher Organization (PTO), which operates and is governed by these bylaws. Article 2. Articles of Organization The PTO is a voluntary, unincorporated, not for profit association of its members. Its articles of association comprise these bylaws, amended as needed. When necessary, these bylaws may be restructured with a two- thirds (2/3) vote of the general membership. The board will appoint a restructuring committee. Article 3. Purpose and Objectives The objectives and activities of this organization must be approved by the principals of both schools to ensure that they are in alignment with school and district goals and policies. Section 1. The purposes of this organization are: a. To promote the welfare of children in the home, school, and community. b. To encourage parent and teacher cooperation in the education of children. c. To promote quality education for all children and to participate in the decision making process, recognizing that the legal responsibility to make decisions rests with the board. 1

Section 2. The objectives of this organization are: a. To purchase educational and/or recreational items. b. To promote educational programs and school spirit. c. To raise the funds necessary to fulfill these purposes and objectives. Article 4. Basic Policies Section 1. The following are the basic policies of this organization: a. The organization shall be noncommercial, nonsectarian and nonpartisan. b. The name of this organization, or the names of any of its members in their official capacities, shall not be used in connection with any commercial concern or with any partisan interest, nor for any purpose not appropriately related to the promotion of the objectives of this organization. c. Any representation of the organization must be a majority opinion of the organization. Any personal opinions must be identified as such. d. This organization shall not directly or indirectly participate or intervene (in any way, including publishing or distribution 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 attempt to influence legislation by propaganda or otherwise. e. This PTO may cooperate with other organizations and agencies concerned with child welfare. Persons representing the PTO in such matters shall make no commitments that bind the PTO to the other organizations and/or agencies. 2

Article 5. Membership and Dues Section 1. Eligibility: Membership in this PTO shall be made available without regard to race, creed, color, religion or national origin. Membership is available to administrative and professional staff and the parents, stepparents and legal guardians of students enrolled in E.C. Stevens School/Pond Hill School. Membership in this PTO is optional. Section 2. Enrollment: This organization shall conduct an annual enrollment of members at the start of the school year. Persons may be admitted to membership at anytime upon payment of dues. Section 3. Dues: Each member of this organization shall pay annual dues to the PTO in the amount approved by the board during the budget process. Section 4. Participation: Only currently paid members of this organization shall be eligible to vote and/or participate in PTO business, or to serve in any of its elected or appointed positions. Article 6. Officers and Their Elections The officers of this organization shall consist of one (1) president, one (1) vice- president, one (1) secretary, one (1) corresponding secretary and one (1) treasurer. Any of these positions may be held by up to two (2) people. 3

Section 1. Nominating Committee: a. There shall be a nominating committee comprised of three (3) members, formed at the February general meeting. The committee shall elect its own chairperson. No member of this committee may be an officer of the PTO. b. During the month of March a notification of nomination and elections shall be sent home. c. The nominating committee shall review the nominations and report its nominees at the regular meeting in April, at which time additional nominations may be made from the floor. d. Only those persons who have signified their consent to serve if elected shall be nominated for, or elected to, such offices. Section 2. Eligibility and Election: a. Eligibility: Any person running for an elected office must be a currently paid member of the PTO. b. Officers shall be elected by voice vote at the May meeting of the general membership. If there are more than two (2) candidates for any office, election for that position may be determined by ballot. c. The PTO will provide an opportunity for members who cannot attend the election meeting to vote by ballot from a posted list of eligible candidates during specific school hours on the same day as the scheduled election meeting in May. The ballot box is to be staffed by a member of the nominating committee during such hours. d. The results of the election shall be posted prior to the June meeting of the general membership. e. Officers shall assume their duties following the close of the June meeting of the general membership and shall serve for the term of one (1) year. f. A person shall not be eligible to serve more than two (2) consecutive terms in the same office. A person cannot hold more than one (1) office per term. 4

Section 3. Vacancies and Resignations: a. A person elected by a majority vote of the board shall fill a vacancy occurring in any office, for the unexpired term. In the event a vacancy occurs in the office of president, the co- president shall serve. If there is no co- president, the vice- president shall serve. b. If an officer is unable to fulfill the duties of his/her office he/she may resign. He/she may be requested to resign by a majority vote of the officers and/or by a two- thirds (2/3) majority vote of the general membership. Article 7. Duties of the Officers All officers shall perform the duties outlined in these bylaws and those duties that may be assigned from time to time. Upon expiration of the term of office, or in the event of resignation, each officer shall turn over to the president, without delay, all records, books, and other materials pertaining to that office. The officers of this organization will conduct business in the best interest of the organization, not themselves. Section 1. The President: a. Presides at all meetings of the organization and of the board and executive board. b. Is a member ex officio of all committees except the nominating committee. c. Prepares an agenda for the general and board meetings. d. Contacts committee chairperson prior to the onset of events. e. Holds preliminary board meetings before the school year begins to set the calendar and budget. f. Oversees the duties of the board members. g. Applies for and completes permits for general meetings and other special events, or designates a committee chair to do so. 5

h. Arranges for a microphone, tables or other necessary equipment for all general and board meetings. i. With the treasurer, reviews and understands the insurance policy. Installs and maintains the required accounting procedures at inception and throughout the coverage period. j. Has joint custody of the PTO funds along with treasurer. Section 2. The Vice President: a. Presides at meetings in the absence of the president. b. Acts as an aide to the president and assumes responsibility for duties assigned. c. Becomes familiar with the duties and responsibilities of the president. d. Assumes the duties of the president in the event of his/her resignation or inability to serve. e. Maintains a current membership list and PTO directory. Section 3. The Secretary: a. Maintains and has available a current copy of the bylaws. b. Maintains a running book of dated, approved motions. c. Maintains a list of committee job descriptions and distributed notices. d. Records minutes from board, general and executive board meetings, and presents them for approval at future meetings. Makes these minutes available to the corresponding secretary no less than seven (7) days prior to the next scheduled meeting. e. Provides paper copies of the above meeting minutes to the PTO members at the general meetings. 6

Section 4. The Treasurer: a. Has joint custody of the PTO funds along with the PTO president. b. Keeps a full and accurate account of the receipts and expenditures. c. Makes disbursements as authorized by the president(s), board, or organization in accordance with the budget adopted by the organization. d. Presents a financial statement at every meeting of the organization, and at other times when requested by the board. e. Makes a full final report at the meeting in which the new officers officially assume their duties. f. Pays all the bills by check with the approval of the president/co- president. g. Ensures signatures on checks will be those of the approved board members only (remains in accordance with insurance policy when necessary). h. Keeps all statements, receipts and cancelled checks until the end of the fiscal year, at which time they are to be turned over to the incoming treasurer. i. Concludes all transactions (including outstanding bills) at the end of the school year or by June 30. j. With the president, reviews and understands the insurance policy. Installs and maintains the required accounting procedures at inception and throughout the coverage period. k. Abides by and enforces all rules concerning cash flow required by the insurance policy and procedures. l. Files appropriate tax documents to maintain non- profit status. Section 5. Corresponding Secretary- Publicity: a. Reads all correspondence at the general monthly meetings. 7

b. Records the minutes of the meeting in the absence of the secretary. c. Maintains the PTO web site. d. Makes the bylaws, current agenda and all meeting minutes available on the PTO web site. e. Emails the unofficial meeting minutes to the general membership, after received by the secretary, no less than five (5) days prior to the next scheduled meeting (to be approved at the upcoming meeting). f. Posts on the PTO website and sends an email when volunteers are needed for an event per request by the chairperson of said event. g. Provides and maintains the PTO section of the newsletter which includes, but is not limited to, contacting committee chairpersons. Article 8. Executive Board Section 1. Executive Board Members: a. The executive board shall consist of the officers of the organization, the principals of both schools, a teacher representative from both schools and a PTAC member from both schools. b. The principals may appoint a parliamentarian for general and executive board meetings, subject to approval by a two- thirds (2/3) vote of the general membership. Section 2. Duties/Meetings of the Executive Board: a. To conduct business in the intervals between the organization meetings and such other business as may be referred to it by the organization. b. To create committees as needed. c. To present a report at the regular meetings of the organization. 8

d. Meetings of the executive board shall be held as needed. A majority of the executive board members shall constitute a quorum. e. Special meetings of the executive board may be called by the principal of either school, the president, or by a majority of the members of the board. Article 9. General Meetings Section 1. Frequency of Meetings: a. At least four (4) regular meetings of the organization should be held during the school year. b. Dates of meetings shall be determined by the board and announced at the first regular meeting of the year. c. At least seven (7) days notice shall be given for general meetings. Section 2. Special Meetings: Section 3. Voting: Special meetings of the organization may be called for specifically stated purposes by the principal(s), the president(s), or a majority of the board, provided that no less than seven (7) days notice has been given. Voting privileges at all meetings of the general membership shall be apportioned to each enrolled member on the basis of one (1) person equals one (1) vote. The same procedures shall apply to meetings of the executive board and committees. Section 4. Quorum Requirements: No quorum requirement shall be imposed upon meetings of the general membership. If a quorum is required, no less 9

than seven (7) days notice shall be given. Article 10. Committees Section 1. Creation of Committees: The power to form standing and special committees to further the work of the PTO rests with the officers and the organization. The chairperson of each committee shall present a general plan of work to the board for approval. Upon completion of said committee work, a complete report of procedures and results shall be filed with the secretary, and shall be kept as a guide for successive committees. No committee work shall be undertaken without the consent of the board. The term of each chairperson shall be one (1) year, or until a selection of his/her successor is agreed upon, or upon completion of his/her assigned work. The president shall be a member ex officio of all committees except the nominating committee. Section 2. Committee Members: Only PTO members whose dues are paid to date shall be eligible to serve in any elected or appointed committee positions. Section 3. Committee Chairperson responsibilities: a. Has all notices approved by the respective principal prior to being distributed. b. Provides notices to the president upon request. c. Contacts the last chairperson for information on events from prior year. d. Contacts the corresponding secretary and vice president at least three (3) weeks prior to event to set up advertising and web site announcement. 10

e. Contacts the treasurer one (1) week prior to event for cash box and petty cash when necessary. Gives all funds to the treasurer at the end of the event for deposit. f. Gives copies of all notices to the secretary to be filed. g. Attends board meetings one to two (1-2) months prior to event to report on progress. h. Attends board meetings immediately following the event to give a report of completion. i. Keeps a list of all volunteers and sends thank- you notes. j. Sends a notice home, when necessary, informing parents/guardians that volunteers are needed for the event. Article 11. Fiscal Year The fiscal year of this organization shall begin and end with the installation of new officers at the close of the June meeting. The incoming executive board will create the budget for the upcoming year prior to August 15. The principals of both schools must approve the budget to ensure it is in alignment with school and district goals. The budget shall be presented at the first meeting of the general membership for approval. The PTO shall maintain a bank balance sufficient to support the planned annual activities, the expected start up costs for the first four (4) months of the following school year, and an appropriate financial cushion to allow for unplanned emergencies or large multi- year projects. The PTO will not maintain a bank balance that is misaligned with expected short and mid- term spending needs. In the event that an excessively large bank balance exists near the close of the fiscal year, the PTO shall pursue spending opportunities. With a two- thirds (2/3) majority vote, any purchase made must benefit the school(s) and must be aligned with the PTO and school(s) goals. It cannot to be used for personal gain. From the general membership, a qualified committee shall 11

conduct a review of the PTO bank statements, checkbook, and sample of deposit slips, paid bills, committee produced check request/deposit forms, and PTO treasurer reports no less than twice a year. The committee will be comprised of at least two (2) non- officer PTO members and will provide a brief written statement of audit completion and findings to the board upon completion of the audit. Article 12. Amendments These bylaws may be amended at regular meetings of the organization by a two- thirds (2/3) vote of the members present and voting. A written notice of the proposed amendment needs be given thirty (30) days prior to the meeting at which the amendment is voted on. Article 13. Parliamentary Procedure Roberts Rules of Order, Newly Revised (or most recent edition), shall govern this organization in all cases when its application is not in conflict with these bylaws. Appendix A. Guidelines for PTO Membership Enrollment Procedures a. Sends home the membership information and application by the second (2) week of school. b. Checks the PTO mailbox regularly for membership returns, and keeps an accurate record of returns. c. Renders the membership funds to the treasurer. d. Sets up a table at Open House. e. Distributes PTO information for families who have joined the PTO. f. Provides the board secretary with an accurate membership listing. These bylaws have been revised, restructured and approved on (Date to be announced) in 2012. 12