Bylaws of the
Unionville Elementary PTO, Inc.
Updated December 13, 2005
I. NAME.
The name and
location of the organization shall be the Unionville Elementary Parent Teacher
Organization, Incorporated, or Unionville Elementary PTO Inc.,
II. PURPOSE.
This
organization is organized exclusively for educational purposes and shall aid
the students of
! providing
support for their educational and recreational needs,
! promoting open communication
between the administration, teachers and parents,
! enhancing the educational
facilities and opportunities that are not otherwise provided for in the school
corporation budgets, and
! encouraging parent and community involvement
in the public schools.
III. POLICIES.
The following are basic policies of the Unionville
Elementary PTO:
a. This organization shall neither seek to direct the administrative
activities of the school nor to control its policies.
b. This organization may make
suggestions to the school administration concerning activities of the school
when the organization feels that said changes will lead to the betterment of
the students, the teachers, or the parents.
c. This
organization shall be noncommercial, nonsectarian, and nonpolitical.
d. This
organization or members in their official capacities shall not endorse a
commercial entity or engage in activities not related to promoting the
objectives of the organization.
IV. MEMBERSHIP.
Membership to this PTO shall be
made available without regard to arbitrary considerations of such
characteristics as age, color, disability, ethnicity, gender, marital status,
national origin, race, religion, sexual orientation, or veteran status.
A. General
Membership. All parents and/or legal guardians of students who currently
attend
B. Guest
Membership. Guest Membership may be extended to other persons by a vote of
the membership. Guest Members may participate in discussions and may bring
issues for consideration but do not vote or hold office or positions in the
PTO.
C. Volunteers. PTO volunteers who are not general members
may work under the direction of a PTO member for PTO events. PTO volunteers may
participate in discussions and may bring issues for consideration but do not
vote or hold office or positions in the PTO.
V. MEETINGS
A. Regular
Meetings. At least six general membership meetings of the organization
shall be held during each school year. The time and place of all meetings shall be announced at least
seven (7) days prior to the meeting.
B. Special
Meetings. Additional meetings of the organization may be called either by
vote of the Executive Committee or by petition of a majority of the general
members. The time and place of all Special Meetings shall be announced at least
seven (7) days prior to the meeting.
C. Quorum.
At least four non-officer persons who are general members present at a properly
called general membership or special meeting shall be designated as a quorum
and shall be entitled to take action on behalf of the organization.
D. Voting. A
majority of votes cast by the general members present at any meeting shall be
required for all actions to be taken by the organization.
E. Order.
The regular and special meetings of the PTO will be run in accordance with the
latest version of Robert’s Rules of Order
to the best of the presiding officer’s ability and/or knowledge.
VI. OFFICERS
A. Officer Positions.
The officers of the organization shall consist of a President, Vice-President,
Secretary, and Treasurer.
B. President.
The President shall be the principal executive officer of the organization and,
subject to the control of the Executive Committee and the direction of the
membership, shall generally supervise all of the activities of the
organization. The President shall be a member of the Executive Committee and,
when present, shall preside at all meetings of the Executive Committee and all
meetings of the membership. The President shall vote only in the case of a tie
in a vote of the Executive Committee or the membership. The President shall
select and appoint the chairpersons of all Standing and Special Committees and
shall be an ex-officio member of all committees of the organization.
C. Vice
President. The Vice President shall be a member of the Executive Committee
and, in the absence of the President, shall perform the duties of the
President. The Vice President will act as; or oversee the volunteer activities
of; a Volunteer Coordinator and maintain information on general, guest, and
volunteer’s desires to volunteer for events. The Vice President shall perform
such other duties as are assigned by the President or the Executive Committee.
D. Secretary.
The Secretary shall be a member of the Executive Committee. The Secretary shall
keep the minutes of the proceedings of the general and special membership
meetings as well as the Executive Committee meetings; shall receive and prepare
the official list of members; shall see that all notices are duly given in
accordance with these Bylaws; and, in general, perform all duties incident to
the office of Secretary and such other duties that may be assigned by the
President or the Executive Committee. The Secretary will also make copies of
minutes of regular meetings available in the school office.
E. Treasurer.
The Treasurer shall be a member of the Executive Committee. The Treasurer shall
have charge of and be responsible for all funds of the organization and shall
receive and give receipts for monies due and payable to the organization from
all sources and shall deposit such funds in such banks or other organizations
as are selected by the Executive Committee. The Treasurer shall make
disbursements as authorized by the President, Executive Committee, or
membership in accordance with the budget adopted by the membership. The
Treasurer shall present a written financial report at each general membership
meeting of the membership and at other times as requested by the Executive
Committee.
F. Annual
Reports. Each member of the Executive Committee shall submit an annual
report during the final regular meeting of the school year describing their
activities for the year. The Secretary shall compile these reports into a
document called the “Unionville Elementary School PTO Annual Report” and
include the school year in the title. A hard copy of this report shall be kept
at the school in the PTO room for at least five years and should be made
available to any PTO member upon request.
G. Term of
Office. The term of each officer shall be one year, beginning on July 1 and
ending on June 30 of each year. There are no limits in regard to a person being
elected to the same or other office for more than one term. A general member
can serve up to four consecutive terms as a PTO officer. Upon completion of the
four terms of office, an individual shall neither be nominated nor serve as an
officer for at least 3 consecutive years.
H. Officer Termination. All officers
shall perform the duties outlined in these bylaws. The Executive Board may recommend
the removal of any officer not performing duties as outlined in the bylaws. An
affirmative vote of two thirds (2/3) of the PTO members present and voting
shall be necessary for the removal of an officer, prior notice having been
given. In the case of officer resignation, the officer shall turn over to
the President, without delay, all current records, books, and other materials
relevant to office and shall return to the Treasurer, without delay, all funds
pertaining to the office.
VII. ELECTIONS.
A. Officer Election.
The election of officers shall take place prior to the end of the school year.
Notice of the elections will be written notice of the meeting along with intent
to hold elections and distributed to the student body no less than seven (7)
days prior to the meeting.
All members of the
organization may participate in the election. The Nominating Committee shall
present a slate of officers for election. Further nominations may be received
from the floor. The election of the slate will be by written ballot and will be
tallied by the Secretary and a general member of the PTO.
C. Nominating
Committee. The Nominating Committee shall be responsible for receiving all
suggestions for persons to serve as officers. The nominating committee shall be
appointed during the February meeting of the organization after announcement of
open offices. The committee shall prepare a slate of officers to present for
election. The committee shall contact all persons who will be nominated to
confirm their willingness to serve. The committee shall insure that all nominees
are eligible to serve in the office. Only those persons who have signified
their consent to serve if elected shall be nominated for or elected.
D. Selection.
A majority of the votes cast by the general members present at the annual
election meeting shall be necessary for election. Should no person receive a
majority of the votes cast, a run-off between the two (2) persons who received
the largest number of votes shall immediately be held.
E. Vacancies.
Any vacancy in office because of death, resignation or inability to serve shall
be filled by the Executive Committee for the remaining portion of the term.
·
Should a vacancy occur in the office of the President, the
Vice President shall immediately assume the office.
·
Should a vacancy occur in the office of Vice President for
any reason, the vacancy shall be filled by election at the next regular meeting
of the membership, consistent with the procedures established herein.
·
Should a vacancy occur in the office of the Secretary, the
Vice President shall immediately assume the office.
·
Should a vacancy occur in the office of the Treasurer for any
reason, the President shall immediately assume the office until the vacancy is
filled by election at the next regular meeting of the membership, consistent
with the procedures established herein.
VIII. EXECUTIVE
COMMITTEE
A. General Powers. The
affairs, activities and operations of the organization shall be managed by the
Executive Committee. The Executive Committee shall transact necessary business
during the intervals between the meetings of the membership and such other
business as may be referred to it by the membership or these Bylaws. It may
create Standing Committees, approve the plans and work of standing committees,
present reports and recommendations at the meetings of the membership, prepare
and submit a budget to the membership for approval, and, in general, conduct
the business and activities of the organization. The Executive Committee is
authorized to approve by majority vote all expenditures up to $250.00.
B. Membership.
The membership of the Executive Committee shall consist of the President,
Vice-President, Secretary, Treasurer, and one (1) faculty representative
selected by the faculty. The principal of the school and the chairperson of all
Standing Committees shall serve as ex-officio members and shall not be entitled
to vote.
C. Meetings.
Regular meetings of the Executive Committee shall be held during the year as
necessary. Special meetings may be called by the President or by a majority of
the Executive Committee. When possible, notice of the meetings should be
announced to all General Members of the organization. Any member may attend a
meeting of the Executive Committee, but shall not be entitled to vote on
matters before the body.
D. Quorum. A
majority of the general members of the Executive Committee shall constitute a
quorum for the transaction of business and voting.
E. Approval of
Minutes. Minutes of all Executive Committee Regular or Special Meetings
shall be presented for approval to the PTO membership during the next regular
meeting.
IX. STANDING AND
SPECIAL COMMITTEES
A. Nominating
Committee. The Nominating Committee shall be composed of no less than three
(3) general members who shall be selected by the Executive Committee. In
addition, the Vice President shall be an ex-officio member of the committee.
The committee shall carry out its responsibilities, as specified in Section
VII. This committee will elect its own chairperson.
B. Other
Standing Committees. The Executive Committee may establish such other
Standing Committees as it deems necessary and advisable. The President shall
appoint the chairpersons of all Standing Committees, who shall serve as
ex-officio members of the Executive Committee. The chairperson of each
committee shall recruit the members for his or her committee. Any general
member may serve as a committee member. The Chairperson shall report the plans,
activities, and budgets and expenses of the committee to the general
membership, which must approve all such reports.
C. Special
Committees. All Special Committees shall be created by the general
membership via vote for a specific time and/or task and shall cease to exist
when that time or task has been completed, or on June 30 of each year,
whichever occurs first. Any general member may serve as a committee member. The
Chairperson shall report the plans and activities of the committee to the
general membership, which must approve all such reports.
D. Resignation. If at any
time, a chair of a standing or special committee decides to no longer
participate in said committee, that person must immediately surrender to the
new chair or to the PTO Vice-President, all current records, notebooks,
paperwork, and correspondence, as well as an up-to-date report of the progress
of that committee prior to the chair’s resignation.
X. FINANCES
A. Budget. A
budget, noting additions and changes will be kept for a period of 6 years. New activities, not in the budget, are to be
reviewed, updated and reevaluated.
B. Obligations.
The Executive Committee may authorize any member to enter into contracts or
agreements for the purchase of materials or services on behalf of the
organization. The officers shall not have the authority, however, to enter into
such agreements on behalf of
C. Loans. No
loans shall be made by the organization to its officers or members.
D. Commercial Paper.
All checks, drafts, or other orders for the payment of money on behalf of the
organization shall be signed by the Treasurer or by any other person as
authorized in writing by the Executive Committee. Any checks over $500.00 must
be signed by two members of the executive board.
E. Transactions.
The Treasurer shall deposit all funds of the organization to the credit of the
organization in the bank as the Executive Committee has selected and shall make
such disbursements as authorized by the Executive Committee in accordance with
the budget adopted by the membership. All deposits and/or disbursements shall
be made within a maximum of thirty (30) days from the Treasure’s receipt of the
funds and/or orders of payment.
F. Financial
Report. The Treasurer shall present a monthly financial report at each
General Membership Meeting of the organization and shall prepare a final report
at the close of the year. The Executive Committee shall have the report and the
accounts examined annually by an auditor or an informal audit committee, who,
if satisfied that the Treasurer's annual report is correct, shall sign a
statement of that fact at the end of the report.
XI. REDISTRICTING.
If our students are
involved in a redistricting that sends them to another school, the Unionville
PTO will keep 100% of the funds in their account. Should the other school
request funding, the request should be made in writing and will be presented at
the next PTO meeting.
XIII. DISSOLUTION.
If necessary, the
executive board shall adopt a resolution recommending that the PTO be dissolved
and directing that the question of such dissolution be submitted to a vote at a
special meeting of the members. Written or printed notice stating that the
purpose of such meeting is to consider the advisability of dissolving the PTO
shall be given to each member at least thirty (30) days prior to the date of
such meeting. Approval of dissolution of
the PTO shall require the affirmative vote of at least two-thirds (2/3) of the
members present at the special meeting.
Upon dissolution of
this organization, after paying or adequately providing for the debts and
obligations of this PTO, the remaining assets shall be distributed to
XIX. AMENDMENTS.
These Bylaws may be altered, amended or repealed and new Bylaws may be adopted
by the general members at any Regular or Special Meeting with a 2/3 approval of
those present and seven (7) days’ notice has been given.
XX. AUTHORITY. If
any part of these Bylaws shall conflict with the decisions, policies or procedures
adopted by the Monroe County School Board, they shall be deemed null and void
and the decision of the Monroe County School Board shall, in all cases,
control.
These Bylaws were
adopted on January 11, 2005, and amended December 13, 2005, by the membership
by a majority vote during a properly called meeting and shall take effect
immediately.
I certify that the
above bylaws are current as of December 13, 2005
Kim Davis Lisa Davis Debbie Webb Michelle Bright
President Vice
President Secretary Treasurer