Bylaws of the Chesterfield Elementary School Parent Teacher Organization (PTO) Adopted by vote of the general Organization membership on March 13, 2007
Article I. Name
The name of this organization is the Chesterfield Elementary Parent Teacher Organization of the Rockwood School District (hereinafter "Chesterfield PTO" or "Organization"). It is a local independent unit created by the parents and staff of Chesterfield 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 Chesterfield 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 (defined in Article VI, Section 1). 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.
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, 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 Chesterfield Elementary School. Said Principal shall, upon the advice of the Chesterfield 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 Chesterfield Elementary School and any 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 shall be selected annually by the Principal or by the faculty in whatever manner the faculty deems appropriate (collectively, the "Executive Board"). 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.
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 $500.00. Any individual budget adjustment over $500.00 requires the approval of the general
Section 4. Every member 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 required to attend all scheduled Organization meetings and are
expected to attend 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 the 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. A President-Elect position need not exist every school year, but should be considered for the last year of the President's term. Ballots should be counted by the Nominating Committee (as defined in Section 3 below). 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.
Section 2. Officers shall assume their official duties at the May Executive Board meeting 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 the general Organization membership. Additional officers will be chosen according to the needs of the
Organization and upon the approval of the Executive Board. Every attempt should be made to rotate no more than half of the officers each school year.
Section 3. Nomination of officers shall be made by a nominating committee comprised of five members: at least one, but no more than three, executive officer(s) not seeking re-election, and the remaining members from the general Organization membership who are not seeking election (collectively, the "Nominating Committee"). The Nominating 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 Organization 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 spring 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;
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; and
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;
compile and organize informational PTO pages for the school newsletter (monthly);
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;
perform the duties of the President in the President's absence.
Section 3. The Vice-President(s) shall:
aide 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;
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;
publish the Organization newsletter (if any); and
maintain a current copy of the Bylaws and Standing Rules, if any, as well as the records of all meeting minutes, 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 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
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;
and maintain a file of the budget reports presented at Organization meetings.
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 July 10 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. The President, President-Elect and Treasurer shall be authorized to sign checks of the Organization. All checks written must contain two authorized signatures to be considered valid.
Section 8. The Treasurer and President shall be bonded annually.
Section 9. 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 10. Upon the removal or resignation of any officer, such officer shall turn over to the President or Executive Board, without delay, all records, 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 for 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. The President, with the approval of the Executive Board, shall appoint chairpersons of the special committees. 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 Executive Board has authority to make budget adjustments during the year, provided they do not individually exceed $500.00; the Executive 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 disbursed by the Treasurer provided the expense falls within the committee's budget and is substantiated by a purchase order or receipt.
Section 3. Any expenditure that requires carry-over or any anticipated expenditure occurring before the next year's budget is approved may be approved at the Executive Board's 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.
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.
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.
Section 1. Each year, the discussion about entering into a charter agreement or renewing the chartering agreement with the Boy Scouts should take place with the outgoing PTO Board and the incoming PTO Board. A vote by the new Board should take place by June 30. Written notification of the decision should be given to the following individuals by July 15th of each school year.
Boy Scouts of America Representative
PTO Board Secretary
Boy Scouts Chartering Organization Representative
Presidents' Forum Secretary
Section 2. Each year, according to the PTO By-Laws, a nominating committee is established with the sole purpose of nominating PTO Members to the PTO Executive Board. PTO By-Laws must be followed for creating the committee. Timelines for this process are also outlined in the By-Laws and need to be adhered to.
These rules are being written for clarification on how to manage the nominating process.
The PTO announces to the general membership that the Nominating Committee is taking nominations & provides timelines, contact info.
The PTO Executive Board provides a list of potential candidates to consider for Board positions. This will assist the committee.
Additionaly, if any Board member has been contacted by a parent who shows interest in being on the Board that name should be added to the list.
The committee then generates additional names.
The committee should then determine which candidates might fit the open Board postitions best.
The committee members can then identify who will call which candidates. A timeline should also be established allowing for appropriate response time from the candidates.
Only one person should be contacted at a time for each postition. This will eliminate the possibility of more than one person being asked.
Per By-Laws, the Nominating Committee nominates at least one person for each position and communicates this slate to the entire PTO in writing at least 4 weeks prior to the Spring General PTO Meeting. This is the responsibility of the Nominating Committee Chairperson.
Review By-Laws for independent nominations.
Qualifications for the presidency should be considered: strong leader, well respected in parent community, visionary, good communicator - both well written and oral, team builder, organized.
Qualifications for the treasurer's position: must have a finance background, must have an accounting or finance degree or proven comparable work experience.
Section 3. A primary goal of the Chesterfield Elementary PTO is to make sure students and teachers receive the support they need to ensure an exceptional educational experience. One of the ways in which this is done is the Wish List process.
The “Wish List” is a list of items requested for by staff, parents or students that benefit our students and enhance their education. These requests need to be in written format using the Wish List Request Form. All requests should be submitted by the deadline set by the PTO Executive Board. All items need to have a dollar amount assigned to them in order to be considered. Shipping expenses are a variable and should be considered into total amount.
The Board determines how much money is available for Wish List spending. This should be done annually by the January Board meeting.
The PTO Executive Board then reviews the items submitted on the Wish List. A cost/benefit analysis should be conducted. This process helps the Board prioritize items. The following should be considered:
1. Does the request meet the PTO Mission?
2. How does it benefit all stakeholders: students, teachers/staff.
3. Things to consider:
a. benefits ALL students
b. benefits majority of students
c. enhances climate of school
d. assists/benefits teachers & staff in their mission to educate students
e. embrace the District goals and program. 4. The Board should also consider items that directly impact student achievemenet.
5. Assess the dollar amount being requested by grade level to ensure equity.
The Board should rank order each request against the PTO Mission and Objectives. The highest ranking goes to items that have the greatest impact to students.
Once the PTO Executive Board goes through this process and determines which items to fund the list is posted for review by parents, staff, teachers and students. Notice is given to these groups that the information is available for review. A time period of at least two weeks is given for review and to answer any questions or concerns.
Once the review period is over, the PTO Executive Board makes any adjustments to the Wish List. The final Wish List must have dollar amounts for each item. The Board then votes to accept or not accept this Wish List. Once a final Wish List is approved, both the PTO President and the school Principal sign the document acknowledging that it is the final approved Wish List. Copies of the signed document are then made for appropriate parties (i.e. PTO President, Treasurer, Principal, School Secretary). Purchasing of Wish List items are based on the final list and dollar amounts. The final Wish List is posted for parents, teachers, staff and students to view.
As Wish List items are approved, the school secretary will purchase the items. Iif there are any significant dollar amount variations compared to the Wish List , it should be discussed with the PTO Board. Once item(s) is purchased, the school secretary will provide to the PTO Treasurer a school invoice with a copy of the actual invoice for back up. (Invoice may be provided at later date due to District process—however, order info with pricing data will be included with initial requisition).
Wish List items should be purchased in the school year for which they were approved. A final Wish List should be approved no later than mid-March so the school has time to purchase items. If Wish List items are not purchased by end of fiscal year, the dollars allocated for items not purchased will be (1) identified as “Wish List” funds and used to fund the next school year Wish List items or (2) allocated for purchase of specific identified Wish List item per 503c guidelines.
The PTO Executive Board may budget for Wish List expenditures in the operating budget. These monies should be used to fund items that may be needed by staff/teachers throughout the school year. The PTO President and Treasurer will manage this process. If the dollar amount is more than $500 the request should be brought to the entire Executive Board for discussion and approval.
Section 4. Chesterfield Elementary PTO has standing rules for Succession of Officers onto the PTO Board. The outgoing officers who have financial management responsibility cannot remove their name from the Bank account before, June 30th, the end of the current fiscal year. This ensures a smooth transition to new PTO officers and protects the board/school/community for continued management of the current fiscal year.
After an officer has served on the Executive Board for 3 consecutive years, every effort must be made to recruit and fill open board positions. If the position is not filled refer to Article VII, Section 2 of the By Laws.
Specifically "every effort" should include of the following: an e-mail to all parents, send home flyer with oldest and only, post on the PTO website, and post on PTO bulletin board.