South Lake Elementary Parent Teacher Organization Bylaws
Article I – Name
The name of the organization shall be the South Lake Elementary Parent Teacher Organization.
Article II – Purpose
The purpose of the PTO is to enhance the educational experience at South Lake Elementary through volunteer and financial support. The PTO will strive to develop a closer connection between school and home by encouraging parent involvement.
Article III – Participants
Any parent or other adult standing in loco parentis for a student at the school may be a participant in the PTO and shall have voting rights when present during a vote. The principal and any employee of the school may be a participant and have voting rights when present during a vote.
Article IV – Officers and Elections
Section 1. Officers. The officers shall be a president, vice president, secretary, and treasurer, vice president of fundraising, vice president of hospitality, and vice president of events.
a. President. The president shall preside over meetings of the organization and executive board, serve as the primary contact for the principal, represent the organization at meetings outside the organization, serve as an ex-officio member of all committees except the nominating committee, oversee the officer elections process and committee chair recruitment, and coordinate the work of all the officers and committees so that the purpose of the organization is served.
b. Vice President. The vice president shall assist the president and carry out the president’s duties in his or her absence or inability to serve. The vice president shall oversee committees and committee chairs.
c. Secretary. The secretary shall keep all records of the organization, take and record minutes, prepare the agenda, handle correspondence, and send notices of meetings to the membership. The secretary also keeps a copy of the minutes book, bylaws, rules, membership list, and any other necessary supplies, and brings them to meetings.
d. Treasurer. The treasurer shall receive all funds of the organization, keep an accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the executive board. He or she will present a financial statement at every meeting and at other times of the year when requested by the executive board and make a full report at the end of the year.
e. Vice President of Fundraising. The vice president of fundraising shall plan and execute all PTO fundraisers, and oversee the fundraising committee.
f. Vice President of Hospitality. The vice president of hospitality shall plan and execute all staff appreciation events, shall solicit donations and items from vendors, businesses, and/or school families for all hospitality events, and oversee the hospitality committee.
g. Vice President of Events. The vice president of events shall plan and execute any special events for students, families, and the greater school community (such as family movie night, student recognition events, etc.), and oversee the events committee.
Section 2. Nominations and Elections. Those interested in holding an officer position will self-nominate when the executive board or administration call for nominations. Once the self-nomination period has ended, the administration will send out a digital ballot via email within two weeks of compile a ballot to be presented and voted on at the second to last PTO meeting of the school year. Election results will be announced at the second to last meeting of the school year.
Section 3. Eligibility. PTO participants are eligible for office if they are participants in good standing at least 14 calendar days before nominations are due. To be considered in good standing, participants must have completed and reported at least 10 service hours with South Lake Elementary School by the end of the first semester.
Section 4. Terms of Office. Officers are elected for a one year term. Each person elected shall hold only one office at a time.
Section 5. Vacancies. If there is a vacancy in the office of president, the vice president will become the president. At the next regularly scheduled meeting, a new vice president will be elected. If there is a vacancy in any other office, participants will fill the vacancy through an election at the next regular meeting. If there are no participants willing to hold the vacant office, the organization will continue business with the vacancy and the other members of the executive board will absorb the responsibilities of the vacant office.
Section 6. Removal From Office. Officers can be removed from office by a majority vote of the executive board at a regular meeting where previous notice has been given. Officers must be notified of the intent to remove at least 14 days prior to the meeting. Officers can be removed from office for failure to fulfill the duties of their office or for unethical behavior.
Article V – Meetings
Section 1. Regular Meetings. The regular meeting of the organization shall be on the third Monday of each month during the school year at 6 p.m., or at a time and place determined by the Executive Board at least one month before the meeting. The annual meeting will be held at the April regular meeting. The annual meeting is for receiving reports, announcing newly elected officers, and conducting other business that should arise. Participants are notified of meetings through electronic and/or paper correspondence.
Section 2. Special Meetings. Special meetings may be called by the president, any two members of the executive board, or five general participants submitting a written request to the secretary. Previous notice of the special meeting shall be sent to the members at least 10 days prior to the meeting, electronic and/or paper correspondence.
Section 3. Quorum. The quorum shall be 4 participants of the organization, including at least two members of the Executive Board.
Section 4. Voting. Each participant in attendance at a PTO meeting is eligible to vote. Absentee or proxy votes are not allowed.
Article VI – Executive Board
Section 1. Membership. The Executive Board shall consist of the officers and the principal (or his/her designee).
Section 2. Duties. The duties of the Executive Board shall be to transact business between meetings in preparation for the general meeting, create standing rules and policies, create standing and temporary committees, prepare and submit a budget to the PTO participant body, approve routine bills, prepare reports and recommendations to the membership and establish fundraising programs.
Section 3. Quorum. Half the number of board members plus one constitutes a quorum.
Section 4. The Executive Board shall act for the PTO when an immediate decision is required if the decision requires action that does not exceed a financial cap of $500 more than the approved budget. No action taken shall conflict with any decision, action, or purpose of the PTO.
Article VII – Committees
Section 1. Participation. Committees may consist of PTO participants and board members, with the president acting as an ex officio member of all committees. Committee chairs must be registered volunteers. Committee members must be registered volunteers to participate in on-campus committee events during school hours.
Section 2. Standing Committees and Committee Chairs. Standing committee chairs and committees shall include the Hospitality Chair and Committee, the Room Parent Chair and Committee, the Fundraising Chair and Committee, and the Uniform Swap Chair and Committee, and the Events Committee.
Section 3. Additional Committees. Committees for all events or projects may be formed as determined necessary by the Executive Board.
Section 4. Committee Chairs. Committee chairs shall be appointed by the executive board and are responsible for committee member recruitment, planning and executing any tasks that the committee is responsible for, and shall report to their respective vice president to receive executive board approval for committee events and to request funding for committee purchases.
Article VIII – Finances
Section 1. A proposed budget shall be drafted in the fall for each school year and approved by a majority vote of the participants present at the first regular PTO meeting of the school year.
Section 2. The treasurer shall keep accurate records of any disbursements, income, and bank account information.
Section 3. The board shall approve all expenses of the organization.
Section 4. Two authorized signatures shall be required on each purchase order. Authorized signers shall be a member of the executive board including the president, vice president, secretary, or treasurer and the principal or his/her designee.
Section 5. The treasurer shall prepare a financial statement at the end of the year, to be reviewed by the Executive Board.
Section 6. Upon the dissolution of the organization, any remaining funds should be used to pay any outstanding bills and, with the participant body’s approval, spent for the benefit of the school.
Section 7. The fiscal year shall coordinate with the school year beginning July 1 and ending June 30 of the following year. All purchase orders, work orders and transactions must be completed or resolved prior to June 30. All records must be maintained following IRS guidelines.
Section 8. The organization shall leave a minimum of $1,000 in the treasury at the end of each fiscal year.
Section 9. Contracts must be signed by two officers of the Executive Board and the principal or his/her designee.
Section 10. All purchases made by PTO must be approved by a majority vote of PTO participants at a meeting or by the Executive Board, with quorum being met.
Article IX – Parliamentary Authority
Section 1. Voting policies. Quorum must be present, and a motion and second is required to conduct a vote. For confidential votes, a ballot shall be prepared and distributed electronically or by paper correspondence. Otherwise, a show of hands will be an acceptable determination of a vote’s outcome. Vote results will be recorded in the meeting minutes. A 2/3 vote is required for officer removal, amending the bylaws, and for organization dissolution. A simple majority (50 percent plus one) shall be acceptable for determining the outcome of all other votes.
Section 2. Conducting business. To conduct business, quorum must be met. The PTO President shall preside over all general and special meetings, with the vice president assuming those duties in the president’s absence.
Robert’s Rules of Order shall govern meetings when they are not in conflict with the organization’s bylaws. .
Article X – Dissolution
The organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of those present at the meeting.
Article XI – Amendments
These bylaws may be amended at any regular or special meeting, providing that previous notice was given in writing at the prior meeting and then sent to all members of the organization by the secretary. Notice may be given by electronic or paper correspondence. Amendments will be approved by a two-thirds vote of those present, assuming a quorum.
Article XII – Conflict of Interest Policy
Section 1. Purpose. The purpose of the conflict of interest policy is to protect this organization’s interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the organization or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.
Section 2. Duty To Disclose. In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the directors and members of committees with governing board-delegated powers who are considering the proposed transaction or arrangement.
Section 3. Determining Whether a Conflict of Interest Exists. After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining board or committee members shall decide whether a conflict of interest exists.
ii.The chairperson of the governing board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.
iii. After exercising due diligence, the governing board or committee shall determine whether the organization can obtain, with reasonable efforts, a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.
iv. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the governing board or committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in the organization’s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination, it shall make its decision as to whether to enter into the transaction or arrangement.
Section 4. Records of Proceedings. The minutes of the governing board and all committees with board delegated powers shall contain:
a. The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest; the nature of the financial interest; any
action taken to determine whether a conflict of interest was present; and the governing board’s or committee’s decision as to whether a conflict of interest in fact existed.
b. The names of the persons who were present for discussions and votes relating to the transaction or arrangement; the content of the discussion; including any alternatives to the proposed transaction or arrangement; and a record of any votes taken in connection with the proceedings.