ARTICLE I – NAME, DESCRIPTION & PURPOSE
Section 1: NAME – The name of the organization shall be The Elda PTO. The Elda PTO is located at Elda Elementary.
Section 2: DESCRIPTION – The PTO is a non-profit organization that exists for charitable, educational, and scientific purposes, including the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code.
Section 3: PURPOSE – The purpose of the PTO is to enhance and support the educational experience at Elda Elementary, to develop a closer connection between school and home by encouraging parental involvement, and to improve the environment at Elda through volunteer and financial support.
ARTICLE II – MEMBERSHIP
Section 1: Membership shall be automatically granted to all parents and guardians of Elda students. There are no membership dues. Parents/guardians/staff will need to sign-up to be members. Members have voting privileges, one vote per community member.
ARTICLE III – OFFICERS
Section 1: EXECUTIVE BOARD– The Executive Board shall consist of the following officers: President, Vice President, Recording Secretary, Corresponding Secretary and Treasurer. Officer positions can be shared. The School Principal, or his/her designee, is a voting member of the Executive Board.
Section 2: TERM OF OFFICE – The term of office for all officers is two years. Officers are limited to a maximum of one two-year term, unless no other candidates are willing to run for that office. In that case, the incumbent may seek an additional two-year term.
Section 3: QUALIFICTIONS – Any PTO member in good standing may become a board member of the PTO.
Section 4: DUTIES –
Executive Board – Develop the PTO’s annual budget, establish and oversee committees to conduct the work of the PTO, establish fundraising programs, approve by majority vote of the Board unbudgeted expenditures of no more than $200.00.
Principal -- Shall serve as a liaison between the school district and the board. She/he shall approve all fundraising projects of the PTO and shall be an authorized signatory for all PTO contracts, and other documents.
President – Preside at general PTO meetings and Executive Board meetings, serve as the official representative of the PTO, and retain all official records of the PTO. Manage communications for the PTO including, but not limited to communication between the board and PTO members, staff and principal, marketing for the PTO, email broadcasts, etc. Prepare agendas for official PTO meetings.
Vice President – Oversee the committee system of the PTO, assist the President and chair meetings in the absence of the President.
Recording Secretary – Record and distribute minutes of all Executive Board meetings and all General PTO meetings, responsible for keeping record of sign in sheets for PTO meetings, hold historical records for the PTO.
Corresponding Secretary – Manage communications for the PTO including, but not limited to maintain website, social media, PTO newsletters, etc. Copy and distribute any papers going home from the PTO and maintain bulletin board.
Treasurer – Serve as custodian of the PTO’s finances, collect revenue, pay authorized expenses, report financial activity every month, prepare year-end financial report, facilitate an annual audit, and hold all financial records.
Section 5: BOARD MEETINGS – The Executive Board shall meet at the discretion of the president.
Section 6: REMOVAL – An officer can be removed from office for failure to fulfill his/her duties, after reasonable notice, by a majority vote of the Executive Board.
Section 7: VACANCY – If a vacancy occurs on the Executive Board, the President shall appoint a PTO member to fill the vacancy, for the remainder of the officer’s term.
ARTICLE IV: ELECTIONS
Section 1: DATE OF ELECTION-- Voting will take place at the March meeting. The outgoing officer and incoming officer will work together to teach/learn the position. The incoming officer will take on full rules and responsibilities on May 31st.
Section 2: NOMINATION COMMITTEE-- The nominating committee will be comprised of the Recording Secretary and one or two general member/s appointed by the president. This representative/s will not be running for office. Nomination forms will be included in the January newsletter or email and will be available on the PTO website. This form will include a brief summary of officer position description and space to nominate an officer. The current nomination committee will approach any person nominated to see if they wish to run for office. If the nominated person agrees, they will be placed on a ballot.
Nominations will also be accepted from the floor during the main meeting prior to voting. Each nomination must be seconded and the nominee must agree to serve. No one absent from the meeting maybe nominated from the floor.
Section 4: NOMINEES-- Each nominee will receive time to address the PTO at the March meeting prior to the elections. It is encouraged, but not required to post a bio on the PTO bulletin board.
Section 3: BALLOTS—Ballots will be prepared with all nominees for office listed. There will be no absentee ballots accepted. After ballots are cast a president appointed impartial person will tally them and announce at the election meeting.
ARTICLE V – MEETINGS
Section 1: GENERAL PTO MEETINGS – General PTO meetings shall be held to conduct the business of the PTO. Meetings shall be held monthly during the school year or at the discretion of the Executive Board.
Section 2: VOTING – Each signed up member in attendance at a PTO meeting is eligible to vote, one vote per household. Absentee or proxy votes are not allowed.
Section 3 – QUORUM – Eight (8) members of the PTO present and voting constitute quorum for the purpose of voting.
ARTICLE VI – FINANCIAL POLICIES
Section 1: FISCAL YEAR - The fiscal year of the PTO begins August 1 and ends July 31 of the following year.
Section 2: BANKING - All funds shall be kept in a checking account in the name of (Elda PTO), requiring two signatures of the Executive Board and held at a local financial institution.
Section 3: REPORTING - All financial activity shall be recorded in a manual or computer-based accounting system. The Treasurer shall reconcile the account(s) monthly and report all financial activity monthly. The PTO shall arrange an independent review of its financial records each year.
Section 3: ENDING BALANCE - The organization shall leave a minimum of $5,000.00 in the treasury at the end of each fiscal year.
Section 4: CONTRACTS - Contract signing authority is limited to the President or the President’s designee.
ARTICLE VII – BYLAW AMENDMENTS
Amendments to the bylaws may be proposed by any PTO member. Amendments presented at a PTO meeting shall be considered for voting at a subsequent meeting. 2/3 approval of all members present and voting is required to adopt an amendment to the Bylaws.
ARTICLE VIII - DISSOLUTION
In the event of dissolution of the PTO, any funds remaining shall be donated to Elda Elementary.
ARTICLE IX- PARLIAMENTARY AUTHORITY
The authority for this organization shall be “Robert’s Rules of Order Newly Revised.”
These bylaws were adopted on __9/19.17______.
President Vice President
First Amendment to the Bylaws
Article Three, Section 4 Duties
Section 4 Shall be amended to: Remove Principle as a Board Member
Amendment Approved on 3/7/2016 of those in attendence at the meeting on ________________________(date).
Amendment Approved and attested by: