Thompson Middle
School
Article II - Purpose
Article III -
Membership
Article IV -
Officers and Elections
Article V - Meetings
Article VI
- Executive Board
Article VII
- Committees
Article VIII - Finances
Article IX - Parliamentary Authority
Article X - Standing Rules
Article XI - Dissolution
Article XII - Conflict of
Interest Policy
Article XIII - Amendments
BY-LAWS
ARTICLE I - Name
The name of this organization is the Thompson Middle School Parent-Teacher Organization (PTO) Incorporated.
The corporation is organized for the purpose of
supporting the education of children at Thompson Middle School by fostering
relationships among the school, parents, and teachers.
ARTICLE III- Membership
Section 1. Any parent, guardian or other adult standing in loco parentis for a student at the school may be a member and shall have voting rights. The principal and any teacher employed at the school may be a member and have voting rights.
Section
2. Dues, if any, will be established by the executive
board. If dues are charged, a
member must have paid his or her dues at least 14 calendar days before the
meeting to be considered a member in good standing with voting rights.
ARTICLE IV - Officers
and Elections
Section 1:
Officers. The officers shall
be a president, vice president, secretary, and treasurer. The Executive Board shall consist
of Elected Officers. The purpose
of the Executive Board shall be to transact necessary business during and
between organization meetings, create special committees when necessary, and to
approve routine bills within an approved budget.
A. President: The President shall preside at all meetings of the organization and of the 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, and coordinate the work of all the officers and committees in order that the purpose of the organization be severed.
B.
Vice-President: The
Vice-President shall assist the president and carry out the president’Äôs duties
in his or her absence or inability to serve.
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.
Section
2. Nominations and Elections.
Elections will be held at
the second to last meeting of the school year. The nominating committee shall select a candidate for each office
and present the slate at a meeting held one month prior to the election. At that meeting, nominations may also
be made from the floor. Voting
shall be by voice if a slate is presented. If more that one person is running for an office, a ballot
vote shall be taken
1.
Section
3. Eligibility. Members are eligible for office if they
are members in good standing at least 14 calendar days before the nominating
committee presents its slate.
Section
4. Terms of Office. Officers are elected for one year and
may serve no more then two (2) consecutive terms in the same office. 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, members will fill the vacancy through an election at the next regular
meeting.
Section
6. Removal from office. Officers can be removed from office with or without cause by
a two-thirds vote of those present (assuming a quorum) at a regular meeting
where previous notice has been given.
ARTICLE V - Meetings
Section 1.
Regular meetings. The regular meeting of the organization
shall be 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, electing officers, and conducting other business that shall
arise. The secretary will notify
the members of the meetings in a flyer sent home with the students at least one
week prior to the meeting.
Section 2. Special meetings. Special meetings may be called by the
president, and two members of the executive board, or five members submitting a
written request to the secretary.
Previous notice of the special meeting shall be sent to the members by
flyer and phone calls.
Section 3. Quorum. The quorum shall be 10 members of the
organization.
ARTICLE VI _
Executive Board
Section
1. Membership. The Executive Board shall consist of
the officers, principal, and standing committee chairs.
Section
2. Duties. The duties of the Executive Board shall be to transact
business between meetings in preparation for the general meetings, create
standing rules and policies, create standing and temporary committees, prepare
and submit a budget to the membership, approve routine bills, and prepare
reports and recommendations to the membership.
Section
3. Meetings. Regular meetings shall be held monthly,
on the same day and at the same time each month, to be determined by the
board. Special meetings may be
called by any two board members, with 24 hours notice.
Section
4 Quorum. Half the number of the board members plus one constitutes a
quorum.
Section
5. Removal and vacancies. See Article IV, Section 5 and 6.
Section 1. Membership. Committees may consist of members and board members, with the president acting as an ex-officio member of all committees.
Section 2. Standing committees. The following committees shall be held by the organization: Fundraising, Hospitality, Membership, Communications, Arts and Enrichment, Family Events, Nominating, and Auditing.
Section 3. The board may appoint additional committees as needed.
2.
Article VIII - Finances
Section 1 A tentative budget shall be drafted in the fall for each school year and approved by a majority vote of the members present.
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 check over the amount of $250.00. Authorized signers shall be the president, the vice president and the treasurer.
Section 5. The treasurer shall prepare a financial statement at the end of the year to be reviewed by the Audit Committee.
Section 6. Upon the dissolution of the organization, any remaining funds should be used to pay any outstanding bills and, with the membership’Äôs approval, spent for the benefit of the school.
Section
7. The fiscal year shall coordinate
with the school year.
Article IX- Parliamentary Authority
’ÄúRobert’Äôs Rules of Order’Äù shall govern meetings when they are not in conflict with the organization’Äôs bylaws.
Article X - Standing Rules
Standing rules may be approved by the Executive Board, and the secretary shall keep a record of the standing rules for future reference.
A. This organization shall be non-commercial, non-sectarian, and non-partisan.
B.
This organization is an
independent coalition working for the benefit of the Mary R. Fisher Elementary
School.
C. The organization shall work with the schools to provide quality education for all students.
D. Persons representing the organization shall make no commitments binding the organization in matters regarding the above policies.
Article XI - Dissolution
The organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of those present at a meeting.
Article XII - Conflict of Interest Policy
Purpose: The purpose of the conflict of interest policy is to protect this tax-exempt organization’Äôs 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.
Procedures: 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 power considering the proposed transaction or arrangement.
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 if a conflict of interest exists.
3.
Article XIII - Amendments
These bylaws may be amended
at any regular or special meeting, providing that previous notice was given at
the prior meeting in writing and then sent to all members of the organization
by the secretary. Notice may be
given by postal mail, e-mail, school fliers, or fax. Amendments will be approved by a two-thirds vote of those
present, assuming a quorum.
Date Thompson Middle School
PTO, Inc. was formed on October 9th , 2007.
Date By-laws where reviewed
and changed was July 2005.
President___________________________,
Vice President _____________________________,
Treasurer____________________________,
Secretary _________________________________