Bylaws of the Grant Elementary School PTO
Article I – Name
The name of this association is the Grant School Parent-Teacher Organization, located in the city of Redding in Shasta County, California.
Article II – Purposes/Objectives
The objects of this organization are:
a) To promote the welfare of children and youth in the home, school, and community.
b) To raise the standards of home life.
c) To secure adequate laws for the care and protection of children and youth.
d) To bring into closer relationship the home and the school so that parents and teachers may cooperate intelligently in the education of children and youth.
e) To develop between educators and the general public such united efforts as will secure for all children and youth the highest advantages in physical, mental, social, and spiritual education.
The objects of the organization are promoted through an educational program directed towards parents, teachers, and the general public; are developed through conferences, committees, projects, and programs; and are governed and qualified by the basic policies set forth in Article III.
This organization is organized exclusively for the charitable, scientific, literary, or educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code (hereinafter “Internal Revenue Code”).
Article III – Basic Policies
The following are the basic policies of the Grant School PTO:
a) The organization shall be non-commercial, non-sectarian, and non-partisan.
b) The name of the organization or the names of any members in their official capacities shall not be used to endorse or promote a commercial concern or in connection with any partisan interest or for any purpose not appropriately related to promotion of the objects of the organization.
c) The organization shall work with the schools to provide quality education for all children and youth and shall seek to participate in the decision-making process of establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people to the boards of education.
d) The organization shall not enter into membership with other associations except with the approval of the executive board. The PTO may cooperate with other associations and agencies concerned with child welfare. A PTO representative shall make no commitments that bind the PTO without representation.
e) No part of the net earnings of the organization shall inure to the benefit of, or be distributed to, its members, directors, trustees, officers, or other private persons except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article II hereof.
f) Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (I) by an association exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code or (II) by an organization, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code.
g) Upon the dissolution of this organization, after paying or adequately providing for the debts and obligations of the organization, the remaining assets shall be distributed to one or more nonprofit funds, foundations, or organizations which have established their tax-exempt status under Section 501(c)(3) of the Internal Revenue Code.
Article IV – Membership and Dues
Membership in this PTO shall be made available to any individual who subscribes to the objects and basic policies of the PTO without regard to race, color, creed, or national origin, under such rules and regulations not in conflict with the provisions of these bylaws.
The PTO shall conduct an annual enrollment of members but may admit persons to membership at any time.
Each member of the organization shall pay annual dues of $5.00 per person or family to the organization.
Article V – Officers and their Election
Each officer of the PTO shall be a member of the PTO.
Officers of this organization shall be a president, vice president, secretary, treasurer, auditor, historian, and parliamentarian. These officers shall be elected annually, with the exception of the parliamentarian who shall be the past president. The parliamentarian will not be a past president if none volunteer or are on the present board.
a) Nominations for office shall be made by a nominating committee which shall be appointed by the president at least two months prior to the annual election meeting. The committee shall serve until the annual election meeting.
b) The nominating committee shall be composed of two to three members, all of whom shall be members of this PTO. The committee shall elect its own chairman.
c) No member shall serve on the nominating committee for two (2) consecutive years.
d) The report of the nominating committee shall be submitted to the membership at least thirty days prior to the annual election meeting. At the annual election meeting in May, additional nominations may be made from the floor.
e) Only those persons who are eligible and who have signified their consent to serve if elected shall be nominated for or elected to office.
The privilege of holding office shall be limited to members of the organization whose dues are paid and who have been members of the organization for at least thirty days prior to nomination.
Election shall be held by ballot at the annual meeting in May. If there is but one candidate for any office, the ballot for that office may be dispensed with and the election held by voice vote.
Officers shall serve for a term of one year or until their successors are elected. No officer shall be eligible to the same office for more than two consecutive terms or hold more than one elected office during a school year. Officers shall assume their duties on July 1. A person who has served in an office for more than six months of a full term shall be deemed to have served a full term in such office.
A vacancy occurring in any office shall be filled for the unexpired term by a person elected by the executive board. Election to fill a vacancy shall require a majority vote of the executive board with at least ten days’ previous notice. If notice is not given, the election to fill the vacancy shall require a two-thirds vote. The vice president shall serve notice of the election to the executive board in case a vacancy occurs in the office of president.
The president-elect may call meetings as necessary of the officers-elect and the principal of the school, or a representative appointed by the principal, to ratify the appointments of appointed officers and chairmen and to make plans for the coming year’s work.
If an office remains unfilled after an election, it shall be considered a vacant office to be filled by the board-elect.
Two people may share a single office if both agree to divide the duties equitably. The executive board must approve both officers prior to an election.
Article VI – Duties of Officers
The president shall:
a) Coordinate the work of officers and committees of the organization in order that the objectives may be promoted.
b) Preside at all meetings of the organization and the executive board.
c) Be a member ex officio of all committees except the nominating committee.
d) Perform such other duties as may be prescribed in these bylaws or assigned to him/her by the organization.
e) Have all newsletters, flyers, and/or notices approved by the principal prior to distribution.
f) Have all contracts and/or legally binding documents approved by the organization prior to signing.
The vice president shall act as an aide to the president and shall perform the duties of the president in the absence or disability of that officer to act.
The secretary shall:
a) Keep an accurate record of the proceedings of all meetings of the organization and the executive board in a bound book which is the legal record of the PTO.
b) Attend all meetings of the organization and the executive board.
c) Be prepared to refer to minutes of the previous meetings.
d) Prepare a list of all unfinished business for the use of the president.
e) Record all expenditures in the minutes.
f) Keep a current copy of the bylaws and standing rules.
g) Perform such other duties as may be delegated to the secretary.
h) Conduct all necessary correspondence of the organization upon authorization of the president, executive board, or organization.
i) Notify officers of their election and chairmen of their appointments.
j) Send out notices of executive board meetings.
The treasurer shall:
a) Keep such permanent books of account and records as shall be sufficient to establish the items of gross income, receipts, and disbursements of the organization, including specifically the number of members and the dues collected from the members. Such books of account and records shall at all reasonable times be open to inspection by a Grant PTO member.
b) Attend all meetings of the organization and executive board.
c) Receive and retain a copy of the deposit slip for any deposit made.
d) Pay all bills as authorized by the executive board or the organization.
e) Secure two signatures on all checks. Any two of the following members are authorized to sign: president, vice president, treasurer, or secretary. The authorized signers shall not be related by blood or marriage or reside at the same address.
f) Keep an accurate record of receipts and disbursements in a ledger which is a permanent record of the PTO. All other financial records must be retained for seven years, including the current year.
g) Keep the membership informed of expenditures as they relate to the budget adopted by the organization.
h) Present a statement of account at every meeting of the organization and the executive board and at other times when requested by the organization.
i) Make an annual financial report to the organization which includes gross receipts and disbursements for the year.
The auditor shall:
a) Audit the books and financial records of the organization annually with the final audit to be at the close of the officers’ term.
b) Present a written report to the executive board by the June meeting.
c) Present a written report for adoption by the organization at the June meeting.
d) Audit the books upon the resignation of the treasurer any time deemed necessary.
The historian shall:
a) Assemble and preserve a record of the activities, achievements, and volunteer information of the organization.
b) Act as custodian of records and other materials pertinent to the history of the organization.
c) Shall attend all meetings of the organization and executive board.
The parliamentarian shall:
a) Attend all meetings of the organization and of the executive board and give necessary advice in parliamentary procedure when requested.
b) Call the first meeting of the nominating committee, conduct the election of chairmen, give instructions in procedure, be available to be contacted for additional information, if needed, and shall attend meetings of the nominating committee only if elected to serve as a member of the committee.
c) Chair the bylaws committee and review bylaws and standing rules annually.
d) Be entitled to all rights and privileges of membership including the right to make motions, debate, and vote.
Reports shall be compiled annually by all officers and filed with the president.
When an officer fails to attend three consecutive meetings without adequate excuse or is not fulfilling the responsibilities of the office as prescribed in the bylaws or standing rules or engages in conduct injurious to the organization or its purposes, the executive board may, by a two-thirds affirmative vote, declare the office vacant.
All officers shall perform the duties prescribed in the current edition of Robert’s Rules of Order Newly Revised in addition to those outlined in these bylaws and those assigned from time to time. Upon the expiration of the term of office or in case of resignation or termination, each officer shall turn over to the president, without delay, all records, books, and other materials pertaining to the office and shall return to the treasurer, without delay, all funds belonging to the organization.
Organization meetings shall be held on days decided by the current executive board at a time which is agreed upon by the executive board. Special meetings may be called by the executive board upon written notice sent at least three days before the meeting date.
The organization meeting in May shall be the annual election meeting at which time officers shall be elected.
The privilege of making motions, debating, and voting shall be limited to members of the organization who are present, whose dues are paid, and who have been members of the organization for at least thirty days previous.
Five members shall constitute a quorum for the transaction of business in any meeting of this organization.
Article VIII – Executive Board
The executive board shall consist of officers of the organization, the chairmen, and the principal of the school, or a representative appointed by the principal, all of whom shall be members of the PTO.
The executive board:
a) Shall transact necessary business between meetings of the organization and such other business as may be referred to it by the organization.
b) May authorize the payment of routine organizational bills within the limits of the budget adopted by the organization and may authorize the payment of other bills, not to exceed a cumulative total of $50.00, between meetings of the organization. Such action shall be ratified at the next organization meeting and must be recorded in the organization minutes. (Approval of the budget is not authority for the expenditure of funds.)
c) Shall fill all vacancies in office, including that of the president.
d) Shall receive a financial report from the treasurer at each meeting.
e) Shall adopt a budget at the first meeting of the fiscal year.
The executive board is subject to the orders of the organization and none of its acts shall conflict with actions taken by the organization.
The executive board shall meet at least once a month during the school year unless otherwise ordered by the executive board. Special meetings of the executive board may be called by the president and/or must be called upon the written request of five members. All members must be notified of special meetings.
Five members shall constitute a quorum for the transaction of business in any meeting of the executive board.
Article IX – Committees
There shall be such committees created by the executive board as may be required to carry on the work of the organization. The quorum for a committee meeting shall be a majority of its members.
The chairmen and members of committees, all of whom shall be members of the PTO, shall be appointed by the president subject to the ratification of the executive board.
The term of office for the chairmen shall be one year or until successors have been appointed.
The chairmen shall present plans of work to the executive board for approval. No work shall be undertaken without the consent of the executive board.
Reports shall be compiled annually by all chairmen and filed with the president.
When a chairman fails to attend three consecutive meetings without adequate excuse or is not fulfilling his responsibilities as prescribed in these bylaws or standing rules or engages in conduct injurious to the organization or its purposes, the executive board, by a two-thirds affirmative vote, may declare the chairmanship vacant.
Upon the expiration of the term of office or in the case of resignation or termination, each chairman shall turn over to the president, without delay, all records, books, and other material pertaining to the chairmanship, and shall return to the treasurer, without delay, all funds belonging to the organization.
The organization and the executive board each have the power to create special committees in order to carry out specific programs and projects.
The chairmen and members of special committees shall serve until their assignments have been completed.
Article X – Fiscal Year and IRS Number
The fiscal year of this PTO shall begin July 1 and shall end June 30.
The PTO shall not assume any financial obligation in any one fiscal year that will be carried over into the succeeding term.
The Internal Revenue Service Employer Identification Number for the PTO is 68-0333695.
Article XI – Parliamentary Authority
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern this association in all cases in which they are applicable and in which they are not in conflict with these bylaws.
1. At the beginning of his/her term of office, each member of the executive board shall be given a copy of these bylaws and shall be responsible for making a thorough study of them. A copy of these bylaws shall be made available to any member of the organization upon request.
2. At least twenty-four hours’ notice in writing must be given to the president in order to have an item of business or an announcement placed on the executive board or organization agenda.
3. When a recommendation for an item of business or an announcement that has not had prior consideration by the executive board is brought to an organization meeting, it may be referred to a committee and/or the executive board for study.
4. Any non-PTO material to be distributed at an organization meeting must be approved by the executive board prior to the meeting.
5. A request for funding from the PTO must be submitted on a mini-grant application. The application must be filled out completely and have the principal’s signature of approval.
6. The amount approved will be determined at the discretion of the members voting at the meeting.
Note: Standing rules may be adopted by a majority vote at any organization meeting. Amendments to standing rules require a two-thirds vote without previous notice, a majority vote with such notice. Standing rules should be procedural rather than parliamentary and may not conflict with the bylaws.
Revised August 1999, June 2005.