Bylaws

  • BYLAWS OF BABLER ELEMENTARY SCHOOL PARENT TEACHER ORGANIZATION (PTO)

     

    ARTICLE I. NAME
    The name of this organization is the Babler Elementary School Parent Teacher​​​​
    Organization of the Rockwood School District (hereinafter “Babler PTO” or
    “Organization”). It is a local independent unit created by the parents and staff of Babler
    Elementary School, having no affiliation with any other association, be it state or
    national in origin.
     
    ARTICLE II. ARTICLES OF ORGANIZATION
    The Organization exists as an unincorporated association of its members. The
    Organization’s Articles of Organization consist of these Bylaws, as amended from time
    to time, and its Articles of Association, if any. In the absence of separate articles of
    association, the Bylaws shall be deemed to be the Articles of Association. In the event
    of any conflict between these Bylaws and the Articles of Association, these Bylaws shall
    govern.
     
    ARTICLE III. PURPOSE/OBJECTIVES
    This Organization is organized exclusively for the following charitable, educational, or
    scientific purposes within the meaning of Section 501(c)(3) of the Internal Revenue
    Code:
    ● To promote the welfare and education of children and youth eligible to attend the
    Rockwood School District and the Babler Elementary School in the home, school,
    and community.
    ● To support the school in improving education in ways that will adhere to
    administrative policy and the Rockwood School District’s mission, goals, and
    beliefs.
    ● To raise funds for programs and equipment to further the education of children
    and youth.
    ● To bring about a closer relationship between the home and the school, that
    parents and teachers may work cooperatively in the education of children and
    youth.
    ● To foster communication, cooperation, support, information, and education
    within the Rockwood School District, including District staff, parents, and the
    general community.
     
    ARTICLE IV. POLICIES
    Section 1. 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 (including the publishing or distribution of
    statements) in any political campaign on behalf of any candidate for public office.
     
    Section 2. This Organization shall be non-commercial, non-sectarian, and non-partisan.
    No commercial enterprise or candidate shall be endorsed by it. The name of the
    Organization and names of its officers in their official capacities shall not be used in
    connection with a commercial concern or with any partisan interest for any other
    purpose than the regular work of the Organization.
     
    Section 3. This Organization shall not seek to direct the administrative activities of the
    school or to control its policies, but can serve as a liaison between parents and
    administration when concerns arise.
     
    Section 4. The Organization shall be supportive of school educational efforts and
    student needs. The policies of the Organization shall be developed cooperatively by
    parents and teachers. The Organization shall conduct all operations in such a way as to
    reflect positively upon the school and the Rockwood School District.
     
    Section 5. In no way shall one member, officer, or committee chairperson make policy,
    program, or expenditure decisions, or bind the Organization in any way, absent the
    consent of at least the Executive Board. When representing the Organization, any
    member, officer, or committee chairperson shall be aware of the authority extended by
    the Organization and shall not exceed such authority.
     
    Section 6. This Organization may cooperate with other organizations and agencies
    active in child welfare, such as conference groups or coordinating councils, provided
    they make no commitments that bind the Organization absent the consent of at least
    the Executive Board.
     
    Section 7. The Organization shall act in accordance with all Rockwood School District
    Board of Education Policies and Regulations, which are incorporated herein by
    reference, including but not limited to Policies 2950 and 3370 and Regulations 2950 and
    3370 pertaining to fund-raising activities. No fund-raising activity of the Organization
    shall financially benefit a PTO member, faculty member, student or parent without prior
    Executive Board approval.
     
    Section 8. No part of the net earnings of this Organization shall inure to the benefit of or
    be distributable to, its members, trustees, officers or other private persons except that
    the Organization shall be authorized and empowered to pay reasonable compensation
    for services rendered. Services provided by members and officers are voluntary and will
    not be compensated, unless specifically authorized by the Executive Board prior to
    completion of such services.
     
    Section 9. Any notice required or permitted to be given to members may be given by
    written notice (including distribution of flyers and posting notices through the school),
    by telephone, by facsimile, by electronic mail, by social media or by any combination
    thereof, or by any other method reasonably designed to reach the members.
     
    Section 10. Notwithstanding any other provisions of these articles, the Organization
    shall not carry on any other activities not permitted to be carried on: (a) by an
    Association exempt from Federal Income Tax under section 501(c)(3) of the Internal
    Revenue Code of 1954 (or the corresponding provision of any future United States
    Internal Revenue Law); or (b) by an Association, contributions to which are deductible
    under section 170(c)(2) of the Internal Revenue Code of 1954 (or the corresponding
    provision of any future United States Internal Revenue Law).
     
    Section 11. Upon dissolution of the Organization, the Organization shall, after paying or
    making provisions for the payment of all the liabilities of the Organization, dispose of all
    the assets of the Organization by distributing the same to the Principal of Babler
    Elementary School. Said Principal shall, upon the advice of the Babler Elementary
    School teachers and administration, supervise the expenditure of said assets for
    essential educational materials and equipment. In the event that this is not possible,
    said assets shall be distributed to organizations as shall at the time qualify under
    Section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision
    of any future United States Internal Revenue Law), as the Organization’s Executive Board
    shall determine, with preference to be given to educational programs of the Rockwood
    School District. Any assets not so disposed of shall be disposed of by the Court in the
    county of the principal office of the Organization.
     
    ARTICLE V. MEMBERSHIP AND DUES
    Section 1. Any parent or guardian of a student of Babler Elementary School and any
    teacher or staff member interested in the objectives of the Organization and willing to
    uphold its policies and subscribe to its Bylaws may become a member. Any certified
    staff member of the School may be a non-voting member of the Organization. Staff
    members are not required to pay membership dues, if any. Membership in the
    Organization shall be available without regard to race, color, creed, or national origin.
     
    Section 2. The Executive Board shall determine the amount, time, and manner of
    payment of the membership dues, if any, from time to time. If assessed, each member
    shall pay the annual membership dues; however, no household shall be assessed for
    more than one annual payment of membership dues.
     
    Section 3. The Organization shall conduct an annual enrollment of its members, but
    persons may be admitted to membership at any time during the year as defined above.
     
    Section 4. The privileges of membership shall be the right to hold office or appointed
    position, make motions, chair a committee, and vote. Only those members current in
    payment of membership dues, if any, are eligible to vote or to serve as an officer or
    representative of the Organization. Non-members are welcome to attend meetings and
    may ask questions and participate in discussions as recognized by the President.
     
    ARTICLE VI. EXECUTIVE BOARD
    Section 1. The Executive Board shall consist of the officers of the Organization, the
    Principal of the School or his or her designated representative, and a member or
    members of the faculty. The faculty representative(s) shall be selected annually by the
    Principal or by the faculty in whatever manner the faculty deems appropriate.
    Chairpersons of the standing committees and of then active special committees may
    be invited to attend Executive Board Meetings that pertain to their committee.
     
    Section 2. The Executive Board shall have general charge and control of the affairs,
    funds, and properties of the Organization and shall maintain records of such in a central
    location, including current and prior budgets, check registers, governmental forms,
    committee reports, contracts, and correspondence. Records should be maintained for a
    minimum of five years.
     
    Section 3. The duties of the Executive Board shall be as follows: to transact necessary
    business in the intervals between Organization meetings; to approve chairpersons of
    standing committees and approve the plans of the standing committees; to interpret the
    bylaws, policies, and standing rules of the Organization; to present a report at the
    general membership (open) meetings of the Organization; to prepare a budget for the
    upcoming fiscal year; to approve routine bills within the limits of the budget; to appoint
    the nominating committee; to appoint a committee to review Bylaws as needed; to
    appoint a committee of not less than two members, or an independent auditor or CPA,
    at least two weeks before the Annual meeting to audit the treasurer’s accounts; and to
    make budget adjustments as necessary,provided they do not individually exceed
    $750.00. Any individual budget adjustment over $750.00.00 requires the approval of the
    general membership.
     
    Section 4. Every elected officer of the Executive Board shall be entitled to one vote.
     
    Section 5. Each standing committee chairperson shall present the committee’s plans to
    the Executive Board prior to execution of the same. Any expenditure for such plans
    should be presented to the Executive Board for advance approval.
     
    Section 6. Regular meetings of the Executive Board shall be held during the school year
    as stated in the Standing Rules. The time, place and regularity of such meetings are to
    be fixed by the Executive Board at its first meeting of the year.
     
    Section 7. Special meetings of the Executive Board may be called by the President, the
    Principal, or by a majority of the members of the Executive Board upon at least two
    days’ notice.
     
    Section 8. All officers are expected to attend all scheduled Organization meetings and a
    majority of Organization-sponsored events.
     
    Section 9. On or before the first board meeting of the year, each officer shall be assigned
    to serve as a liaison and shall provide assistance to the identified standing or special
    committee chairs.
     
    Section 10. A majority of the members of the Executive Board must be present at the
    Executive Board meeting in order to conduct business. Unless otherwise provided
    herein, a simple majority of those present and voting shall be required for the passage
    of any motion, resolution, or other vote.
     
    ARTICLE VII. OFFICERS AND THEIR ELECTION
    Section 1. The officers of this Organization shall include, at a minimum, a President, a
    Vice-President, a Secretary, and a Treasurer. Any office may be held by two persons so
    designated by the prefix “co-“. These officers shall be elected annually by ballot at a
    regularly scheduled Spring general membership meeting by a majority vote of the
    membership present at that meeting. If the Executive Board includes a President-Elect,
    the office of President shall be filled by the prior President-Elect. Ballots should be
    counted by a non-officer present at the meeting. If there is but one candidate for any
    office, the election for such office(s) may be by voice, show of hands or slate approval.
    Officer elections may be conducted electronically.
     
    Section 2. Officers shall assume their official duties at the close of the final meeting of
    the school year and shall serve for a term of one year or until their successors are
    elected and installed. No person shall serve more than two consecutive terms in the
    same office, or three consecutive years unless determined by vote and majority
    approval of the Executive Board and General PTO population. Additional officers will be
    chosen according to the needs of the Organization and upon the approval of the
    Executive Board.
     
    Section 3. Nomination of officers shall be made by individuals. The committee shall
    select its own chairperson. The nominating committee shall place in nomination at least
    one name for each office and present this slate via publication issued to the entire
    general membership at least four weeks prior to the spring election meeting.
    Independent nominations, with the consent of the nominee, may be made in writing by
    at least five voting members, and must be received by the nominating committee at
    least two weeks prior to the spring election meeting. The membership must be notified
    of the amended slate at least one week prior to the election meeting. There shall be no
    nominations from the floor.
     
    Section 4. Spouses may be elected and hold any of the offices as a couple provided that
    such spouses were nominated and elected as a couple.
     
    Section 5. A vacancy occurring in an office shall be filled by a majority vote of the
    Executive Board at their next regular meeting.
     
    Section 6. Any officer absent from three consecutive meetings, i.e. Executive Board and
    Organization meetings, shall be deemed inactive unless absences are due to
    extenuating circumstances and the Executive Board receives notification of such. Any
    office having an inactive officer shall be declared vacant and shall be filled as provided
    herein. In addition, an officer failing to adequately participate or fulfill duties of the office
    may be subject to removal from office by decision of two-thirds of the Executive Board.
    Such officer is entitled to a written notification from the President or the Principal at
    least two weeks prior to the vote regarding removal.
     
    ARTICLE VIII. DUTIES OF OFFICERS
    Section 1. The President (or Co-Presidents) shall:
    ● preside at all meetings of the Organization and of the Executive Board;
    ● be a member ex officio of all committees except the Nominating Committee;
    ● be authorized to appoint any special committee necessary to conduct the work
    required for the annual report ;
    ● maintain the right to table discussions or voting, at his/her discretion, for such
    reasons as new agenda items, time constraints, or items that require additional
    information;
    ● Work with the Secretary to prepare the agenda for each meeting;
    ● be an authorized cosignatory for all accounts of the Organization;
    ● be the only one (or his/her designee, who must be an elected officer) allowed to
    sign contracts
    ● work with the principal on designated duties and tasks;
    ● attend District-wide meetings, such as the Presidents’ Forum;
    ● attend Rockwood Presidents’ Forum Leadership Conference;
    ● delegate the duties of any position that remains vacant;
    ● perform all other duties usually pertaining to the office.
     
    Section 2. The President-Elect, if any, shall:
    ● attend District-wide meetings, such as the Presidents’ Forum;
    ● be an authorized cosignatory for all accounts of the Organization;
    ● attend Rockwood Presidents’ Forum Leadership Conference;
    ● perform other duties as may be assigned to him/her by the Organization or
    Executive Board;
    ● assist the President and perform such duties that the President may delegate;
    and
    ● perform the duties of the President in the President’s absence.
     
    Section 3. The Vice-President(s) shall:
    ● aid the President(s) and President-Elect;
    ● perform the duties of the President and President-Elect in the absence of both
    officers;
    ● oversee and serve as a resource for specific committees (to be determined at the
    Executive Board meeting immediately preceding the beginning of the school
    year); and perform the duties of the Secretary or Secretaries in their absence.
     
    Section 4. The Secretary (or Secretaries) shall:
    ● record the minutes of all meetings of the Organization and of the Executive
    Board;
    ● Compile and organize informational PTO pages for the school newsletter
    ● Maintain an appropriate lead for PTO affiliate social media with content approval
    from Executive Board
    ● be responsible for all incoming and outgoing correspondence for the
    Organization
    ● report on all relevant correspondence at each Executive Board meeting;
    ● aid the President(s) in preparing the agenda for all meetings
    ● make copies of the minutes of the prior meeting available to all members of the
    Executive Board before each meeting ;
    ● maintain a current copy of the Bylaws and Standing Rules, if any, as well as the
    records of all meetings written records of all voting results, a list of all
    committees and their members, and a list of the current members of the
    Organization
     
    Section 5. The Treasurer(s) shall:
    ● receive all monies of the Organization;
    ● keep an accurate record of receipts and expenditures and disburse funds as
    budgeted or approved by the Executive Board;
    ● be responsible for the maintenance of the bank account and records of the
    Organization;
    ● be responsible for the filing of any necessary financial records and tax forms with
    the appropriate governmental authorities;
    ● be responsible for the maintenance of all financial records of the Organization;
    ● comply with the statutory requirements and Rockwood School District Board of
    Education Policies and Regulations, including those provided in the Student
    Activity Funds Procedures Manual established by the Rockwood School District
    Board of Education;
    ● turn the financial books of the Organization over to an Audit Committee of not
    less than two members or an independent auditor appointed by the Executive
    Board at the end of the school year for examination;
    ● present a statement of account at every meeting of the Organization and any
    other times as requested by the Executive Board;
    ● maintain a record of the budget reports presented at Organization meetings
    ● be responsible for all incoming and outgoing financial correspondence for the
    Organization;
     
    Section 6. The Treasurer’s accounts shall be examined annually by an Audit Committee
    of not less than two members or an independent auditor appointed by the Executive
    Board no later than October 10th of every year. When the Audit Committee or auditor is
    satisfied that the Treasurer’s final report is correct, they shall sign a statement of that
    fact at the end of the report.
     
    Section 7. An Advisor, if on the board, shall:
    ● Serve in an advisory role to assist with continuity from previous to current Board.
    ● Aid the President and other board members, especially when those board
    members are serving in their first year.
     
    Section 8. All checks written must contain two authorized signatures to be considered
    valid.
     
    Section 9. The Treasurer and President shall be bonded annually.
     
    Section 10. All officers shall perform the duties outlined in these Bylaws and those
    assigned from time to time. Failure to assume these responsibilities may result in
    removal as provided herein.
     
    Section 11. Upon the removal or resignation of any officer, such officer shall turn over to
    the President or Executive Board, without delay, all records (electronic and paper),
    passwords, books, and other materials pertaining to the office, and shall return to the
    Treasurer or the Executive Board, without delay, all funds pertaining to the office.
    Furthermore, upon expiration of their terms, all officers shall deliver all official materials
    related to their office to their successors.
     
    ARTICLE IX. STANDING COMMITTEES
    Section 1. Standing committees are committees with on-going functions that continue
    throughout the year. The chairperson of each committee shall serve a one-year term.
    The incoming President, with the approval of the incoming Executive Board, shall
    appoint chairpersons of the standing committees after the spring election.
     
    Section 2. The chairpersons of all standing committees shall mutually plan activities
    with the Executive Board, and no committee work shall be undertaken without the
    approval of the Executive Board.
    Section 3. The Executive Board may create special committees as needed to promote
    the purposes and interests of the Organization. Special committees are directly
    responsible to the Executive Board. Special committees shall be automatically
    dissolved upon completion of its assignment or upon decision by the Executive Board.
    Section 4. An individual may serve unlimited terms as a committee chairperson, if
    appointed year to year.
     
    ARTICLE X. FISCAL POLICY
    Section 1. The Executive Board shall see that a budget shall be presented for approval
    at the first general membership (open) meeting of the academic year. At that time,
    additional funds from the previous year are also allocated. The Board has authority to
    make budget adjustments during the year, provided they do not individually exceed
    $750.00; the Board shall have no power to make the Organization liable for any debt(s)
    in an amount exceeding the cash assets of the Organization which have not been
    otherwise appropriated.
     
    Section 2. Each committee chairperson has access to the budgeted funds for his/her
    committee during the current school year only. These funds will be dispersed by the
    Treasurer provided the expense falls within the committee’s budget and is substantiated
    by a purchase order or receipt.
     
    Section 3: The proposed budget may be presented and voted upon electronically.
     
    Section 4. Any expenditure that requires carry-over or any anticipated expenditure
    occurring before the next year’s budget is approved may be approved at the last
    meeting of the year.
     
    ARTICLE XI. MEETINGS/VOTING
    Section 1. There shall be regular general membership (open) meetings of the
    Organization, scheduled prior to the beginning of the school year. A regular meeting
    schedule may be established in the Standing Rules of the Organization. Special
    meetings of the general membership may be called by the President, Principal or by a
    majority vote of the Executive Board, five days’ notice having been given. Members shall
    be notified no later than five days in advance of the date of any rescheduled general
    membership meeting. If meeting in person is not possible, meetings may be held
    electronically.
     
    Section 2. Voting shall be determined by a simple majority of members present, except
    when changing or amending the Organization’s Bylaws, when a two-thirds majority vote
    of members present must prevail. Voting may be conducted electronically.
     
    ARTICLE XII. PARLIMENTARY PROCEDURE
    Section 1. Robert’s Rules of Order (current edition) shall govern this Organization in all
    cases to which they are applicable and not in conflict with these Bylaws.
     
    ARTICLE XIII. AMENDMENTS
    Section 1. These Bylaws may be amended at any membership meeting of the
    Organization by two-thirds vote of the members present and voting, provided that notice
    of the proposed amendment shall be given at the previous general membership
    meeting.
     
    Section 2. A committee may be appointed to review the Bylaws, as revised and
    amended, every two year(s). The committee shall draft any proposed amendments for
    presentation to the membership as provided for in Section 1 of this Article.
     
    ARTICLE XIV. STANDING RULES
    The Executive Board may maintain a list of Standing Rules to serve as a further
    operating guide for the Organization. These Standing Rules should be revised yearly to
    reflect the procedures of the current Executive Board.
    Updated & Approved-4/7/21
    Bylaws: Updated & Approved - 11/6/18
    Updated & Approved - 3/1/16
     
    STANDING RULES
    Handling of Cash and Cash Boxes – Adult volunteers should supervise cash handling
    during events. At the end of an event, cash boxes or bags should be locked up at the
    school, or sent home locked with a bonded board member overnight and delivered to
    the school for the Treasurer’s review by the next school morning.
     
    Handling of Receipts/Reimbursements - All committee chairpersons must provide
    receipts for reimbursement to their assigned VP, who will work with Treasurer to sign off
    on reimbursement payment.
     
    Meetings - General membership PTO meetings will be scheduled monthly throughout
    the school year. The May meeting shall be the last regular meeting of the year at which
    time the new officers shall be elected.
     
    Communications - All committee chairs should cc their VP on all committee
    communications. Information sent to Secretary/Principal to go out to social media,
    Bulldog Bytes, and Monday Newsletter should also be cc’d to VP.
     
    Social Media - The Secretary will assume the responsibilities of the administrator to the
    PTO Facebook page or any other PTO social media established. Content should be
    approved by Executive Board.
     
    Bereavement - For the death of an immediate family member of a current Babler Family,
    a donation of $50 will be made to support a memorial fund or charity in honor of the
    deceased family member with school administration approval.
     
    Date approved: 11/6/18
    Date Approved: 4/7/21​