Parent-Teacher Organization (PTO) By-Laws
ARTICLE I – Name
The name of this organization will be Anza Trail Parent-Teacher Organization.
ARTICLE II – Organization
The PTO will exist as a non-profit association for the purpose of supporting the education of children at Anza Trail by fostering relationships among the school, parents, and teachers
ARTICLE III – Members
Section 1. Any parent, guardian, or other adult standing in loco parentis for a student at Anza Trail 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 will be established by the executive board. For the 2009-10 School years the dues are $10.00 per person. 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.
ARTTICLE IV – Officers and Elections
Section 1. Officers. The officers shall be a president, (2) co-vice presidents, secretary, treasurer, (2) co-fundraising chairs, parent teacher liaison, and volunteer coordinator.
A. President. The president shall preside over meetings of the organization and executive board, serve as primary contact for the principal, represent the organization at meetings outside the organization, serve as an ex officio member of all committees and coordinate the work of all the officers and committees so that the purpose of the organization is served. The president must cosign banking transactions and will approve all items to be posted on the website.
B. Co-Vice Presidents. The co-vice presidents shall assist the president and carry out the presidents duties in his or her absence or inability to serve.
Vice President A: Will assist the president, maintain the vice president email account, will maintain the binder with all information for the year to be passed the following board and will preside at all meetings in the absence of the president.
Vice President B: Will coordinate all committees and be responsible for communicating reports to the president, assist the secretary in the composition of the monthly newsletter and is responsible for communication with the principal to confirm an open room to hold meetings each month and that child care is available. He or she will assist the parent/teacher liaison with maintaining the bulletin board.
The president for the current year will determine which vice president does duties A or B.
C. Secretary. The secretary shall keep all records of the organization, take and record minutes, prepare the agenda, handle correspondence, assist the president in maintaining and entering the email list, prepare flyers and send notices of meeting to the president to be placed on the website. The secretary also keeps a copy of the minutes book, bylaws, rules, membership list, and any other necessary supplies, and brings them to meetings. The secretary must have the agenda to the president no less then four days before the monthly meeting and send the meeting minutes to the president no later then two days after the meeting.
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. He or she will send a copy of the monthly bank statement to the president and maintain a binder of all transactions and records to be brought to each board meeting.
E. Co-Fundraising Chairs. The fundraising chairs will preside over all fundraisers throughout the year; coordinate all fund raising committees and flows report to Vice President B and the president. The fundraising chairs must maintain a binder with all information on fundraisers.
F. Parent/Teacher Liaison. The parent/teacher liaison will communicate with teachers and parents and report any concerns or suggestions to the president, maintain the PTO bulletin board by placing fundraising information, pictures, or general information on it, collect all information from teachers for the agenda and report it to the secretary no less then one week before the meeting.
G. Volunteer Coordinator. The volunteer coordinator will maintain the volunteer binder, be the main contact for the school when volunteers are needed, and assist the fundraising chairs to accommodate volunteers needed for PTO events.
Section 2. Nominations and Elections. Elections will be held at the second to last meeting of the school year. At March’s meeting, nominations may be made from the floor. Voting shall be by voice vote if a slate is presented. If more than one person is running for an office a ballot vote shall be taken. All nominees must except there nomination in person at the Election meeting.
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. Teachers who are members may run for any office that is a co-position.
Section 4. Terms of Office. Officers are elected for one year and may serve no more than two consecutive terms in the same office, unless there is no one willing to run and assume the office. Each person elected shall hold only one office at the same time.
Section 5. Vacancies. If there is a vacancy in the office of president, one of the co-vice presidents will become the president. This will be determined by the president leaving, with input from the rest of the executive board At the next regularly scheduled meeting, a new co-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. Any elections must be on the agenda and website as soon as they are vacant.
ARTICLE V – Meetings
Section 1. Regular Meetings. The regular meeting of the organization shall be the first Tuesday of each month during the school year at 5:30p.m., or at a time and place determined by the executive board at least one month before the meeting. Meeting dates and times will be posted on the PTO website.
Section 2. Special Meetings. Special meetings may be called by the president or any two members of the executive board, submitting a written request to the secretary. Previous notice of the special meeting shall be posted on the website at least 10 days prior to the meeting and when possible notice by email, flyers or 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 officers 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 meeting, 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. Dates are to be determined by the board. Special meetings may be called by any two board members, with 24 hour notice.
Section 4. Quorum. Half the number of board members plus one constitutes a quorum.
ARTICLE VII – Committees
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: Hospitality, Webmaster, Teacher Representatives, Ronald Mc Donald Soda Tabs, Student Representatives, Box Tops and Coyote Coins.
Section 3. Additional Committees. The board may appoint additional committees as needed.
ARTICLE VIII –Finances
Section 1. A tentative budget shall be drafted in the fall for each school year by the second meeting of 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 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 $200.00. Authorized signers shall be the president, a vice president and treasurer.
Section 5. The treasurer shall prepare a financial statement at the end of the year, to be reviewed along with all records by the current president, incoming president, incoming treasurer and a principal or assistant principal by May 15th of the current year.
Section 6. Upon the dissolution of the organization, any remaining funds should be used to pay any outstanding bills and with the membership’s approval, spent for the benefit of the school.
ARTICLE IX –Parliamentary Authority
Robert’s Rules of Order shall govern meetings when they are not in conflict with the organizations 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.
ARTICLE XI – Dissolution
The organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of the members present at the meeting.
ARTICLE XII – Amendments
These bylaws will be ratified by majority vote of the PTO Executive Board at the first general meeting of each school year (September). Any changes proposed during the school year must be submitted to the executive board.
Ratified by the PTO Executive Board on the _____ day of _____________ Year _______
President
Co-Vice President