PTO Bylaws
Bylaws of the Blue Heron PTO
I. NAME. The name of this organization shall be the Blue Heron PTO.
II. PURPOSE. The purpose of this organization shall be to aid the students of Blue Heron Elementary School by providing support for their educational and recreational needs that are not otherwise provided for in the school corporation budgets and to promote open communication between the administration, teachers and parents.
III. FISCAL YEAR. The fiscal year of the organization shall be from July 1 to June 30.
IV. POLICIES.
A. This organization shall neither seek to direct the administrative activities of the school nor to control its policies.
B. This organization may make suggestions to the administration concerning activities of the school, if such suggestion is made toward the betterment of conditions for all concerned. (i.e., students, teachers, administrators and parents.)
V. MEMBERSHIP. All parents and/or legal guardians of students who currently attend Blue Heron Elementary School and all current faculty and staff of Blue Heron Elementary School shall be eligible for membership in the organization. Members shall have the right to attend and participate in all meetings and activities of the organization and shall have the right to vote (except for the President who will vote only in the case of a tie) or to hold office. Any member shall have the privilege of making motions and serving on committees. The Principal shall be considered as a sitting advisor and/or consultant.
VI. MEETINGS
A. General Meetings. The Blue Heron PTO will meet monthly from September – May on the dates published in the school calendar. Dates of fall meetings shall be determined by Members at the May meeting for purposes of printing deadlines for the next year’s school calendar. All Members are invited to attend these meetings.
B. Quorum. Those persons present at a properly called General Membership Meeting shall be designated as a quorum and shall be entitled to take action on behalf of the organization.
C. Executive Committee Meetings. The Executive Committee will meet monthly (or as necessary as declared by the President) to discuss the upcoming agenda and make any necessary preparations for the General Meetings.
D. Conduct. All meetings shall be conducted, on matters not governed by these Bylaws or by standing rules duly adopted, pursuant to Robert’s Rules of Order as set forth in the last published revision thereof.
E. Voting. A majority vote of the Members present at any General meeting shall be required for all action to be taken by the organization with the exception of the following circumstance:
a. An issue is brought to a Board Member’s attention and a decision is necessary before the next General Meeting takes place, and the cost of funding this issue would be less than an amount pre-approved by the Members.
VII. OFFICERS
A. Positions. The officers of the organization shall consist of a President, Vice President, Secretary, and Treasurer.
a. President. The President shall be the principal executive officer of the organization and, subject to the control of the Executive Committee and the direction of the membership, shall in general supervise and control all of the activities of the organization. The President shall be a member of the Executive Committee and, when present, shall preside at all meetings of the Executive Committee and all meetings of the membership. The President shall vote only in the case of a tie in a vote of the Executive Committee or the membership. The President shall be an ex-officio member of all committees of the organization.
b. Vice President/President-Elect. The Vice President/President-Elect shall be a member of the Executive Committee and, in the absence of the President, shall perform the duties of the President. The Vice President/President-Elect shall perform such other duties as are assigned by the President or the Executive Committee. The Vice President/President-Elect, after having served for one year, shall automatically become the President of the organization.
c. Secretary. The Secretary shall be a member of the Executive Committee. The Secretary shall keep the minutes of the proceedings of the Membership and the Executive Committee, shall file the membership sign-in sheets, shall see that all notices are duly given in accordance with these Bylaws, and, in general, perform all duties incident to the office of Secretary and such other duties as may be assigned by the President or the Executive Committee. The Secretary shall keep a separate record of all expenditures approved and shall keep a separate record of all Orders and Procedures approved by Members. The Secretary shall submit the minutes for publication in the school newsletter.
d. Treasurer. The Treasurer shall be a member of the Executive Committee. The Treasurer, or his/her designee approved by the Treasurer and one Executive Committee Member, shall have charge of, and be responsible for, all funds of the organization and shall receive and give receipts for monies due and payable to the organization from all sources and shall deposit such funds in a bank or other organization as are selected by the Executive Committee. The Treasurer shall be responsible for keeping all bank statements, invoices, receipts, and other necessary documentation. The Treasurer shall make disbursements as authorized by the President, Executive Committee, or membership. The Treasurer shall present a written financial report at each General Meeting of the membership and at other times as requested by the Executive Committee, as well as a final report at the close of the year. The Treasurer shall provide all necessary information and documentation to the Auditing Committee within seven (7) days of request at a time and place convenient to all concerned.
VIII. ELECTIONS.
A. Procedure. The election of officers shall take place during the April General Membership Meeting each year. All Members of the organization may participate in the election. The Nominating Committee shall present a slate of officers for election. Further nominations may be received from the floor. The election of the slate, if non-contested, may be by voice vote. Any contested election shall be by written ballot.
B. Term of Office. The term of each officer shall be one year, beginning on July 1 and ending on June 30 of each year. With the exception of the office of President, a person may be elected to the same or other office for more than one term.
C. Nominating Committee. The Nominating Committee shall be responsible for receiving all suggestions for persons to serve as officers. The committee shall prepare a slate of officers to present for election by the membership. The committee shall contact all persons who will be nominated to confirm their willingness to serve.
D. Selection. A majority of the votes cast by the Members shall be necessary for election. Should no person receive a majority of the votes cast, a run-off between the two (2) persons who received the largest number of votes shall immediately be held.
E. Vacancies. The Executive Committee shall fill any vacancy in office because of death, resignation or inability to serve for the unexpired portion of the term. However, should a vacancy occur in the office of the President, the Vice President shall immediately assume the office.
IX. EXECUTIVE COMMITTEE
A. General Powers. The affairs, activities and operation of the organization shall be managed by the Executive Committee. The Executive Committee shall transact necessary business during the intervals between the meetings of the membership and such other business as may be referred to it by the membership or these Bylaws. It may create Standing and Special Committees, approve the plans and work of standing and special committees, present reports and recommendations at the meetings of the membership, and, in general, conduct the business and activities of the organization.
B. Membership. The membership of the Executive Committee shall consist of the President, Vice-President, Secretary, Treasurer, and the Principal.
C. Meetings. Regular meetings of the Executive Committee shall be held during the year, the time to be established at the first meeting of the year. Special meetings may be called by the President or by a majority of the Executive Committee. Adequate notice of all meetings shall be given to all members of the Executive Committee and, in the absence of an emergency, at least seven (7) days in advance. When possible, notice of the meetings should be announced to all Members of the organization. Any Member may attend a meeting of the Executive Committee, but shall not be entitled to vote on matters before the body.
D. Voting. A majority vote of the Executive Committee Members present at any Executive Meeting shall be required for all action to be taken by the Executive Committee.
E. Quorum. A quorum consisting of three (3) Executive Committee Members shall be required for all action to be taken by the Executive Committee.
X. STANDING AND SPECIAL COMMITTEES
A. Nominating Committee. The Nominating Committee shall be composed of three (3) persons who shall be selected by the Executive Committee toward the end of each year. The committee shall carry out its responsibilities, as specified in Section VII.
B. Auditing Committee. The Auditing Committee shall be composed of at least two (2) persons who shall be selected by the Executive Committee, but shall not include any members of the Executive Committee, at the first General Meeting of each year. The Auditing Committee shall be responsible for verifying the Treasurer’s Financial Report at least two (2) times each year. Verification shall be conducted in accordance with the Treasurer’s Report Verification Procedure approved by the Members.
C. Other Standing Committees. The Executive Committee may establish such other Standing Committees as it deems necessary and advisable. Any member may serve as chairperson. The Chairperson of each committee shall recruit the members for his or her committee and shall report the plans and activities of the committee to the Executive Committee, which must approve all such reports. Any Member may serve as a Standing Committee member.
D. Special Committees. The President and/or the Executive Committee may create Special Committees. Special Committees shall be created for a specific time and/or task and shall cease to exist when that time or task has been completed, or on June 30 of each year, whichever occurs first. Any member may serve as chairperson. The Chairperson shall report the plans and activities of the committee to the Executive Committee, which must approve all such reports. Any Member may serve as a Special Committee member.
XI. FINANCES
A. Counting. There shall always be two people counting cash monies collected from an event keeping separate calculations and comparing for precision. A recount shall be taken if there is any difference between the two calculations. This money shall be placed immediately into the school safe or given to the Treasurer within 24 hours. A Counting Receipt indicating the amount counted shall be signed and dated by both people and shall be given to the Treasurer with the money.
B. Loans. No loans shall be made by the organization to its officers or members.
C. Commercial Paper. All checks, drafts, or other orders for the payment of money on behalf of the organization shall be signed by the Treasurer or the President.
D. Deposits. The Treasurer, or his/her designee approved by the Treasurer and one Executive Committee Member, shall deposit all funds of the organization to the credit of the organization in such banks, trust companies or other depositories as the Executive Committee may select and shall make such disbursements as authorized by the Executive Committee in accordance with the budget adopted by the membership. All deposits in excess of $500 cash shall be deposited within three days of completion of event; all other deposits shall be made within 48 hours from the receipt of the funds. All disbursements shall be made within the required time, not to exceed thirty (30) days from order of payment.
E. Financial Report. The Treasurer shall present a financial report at each General Membership Meeting of the organization and shall prepare a final report at the close of the year. The Financial Report shall consist of an itemized listing of all transactions which have occurred since the previous Financial Report and a summarized listing.
F. Reimbursement. Requests for reimbursement of expenses, which have been approved by the Blue Heron PTO, shall be submitted to the Treasurer within forty-five (45) days from the date of the expense or the date of the approval, whichever is later.
XII. AMENDMENTS. These Bylaws may be altered, amended or repealed and new Bylaws may be adopted by the Members at any General or Special Meeting.
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Revision History:
1. These Bylaws were adopted by the membership by a majority vote during a meeting properly called in October, 2002, and were effective immediately.
2. These Bylaws were amended by the membership by a majority vote during a meeting properly called in February, 2010, and the amended version was effective immediately.
