James H. Cox School

JAMES H. COX SCHOOL

P.T.O. BY-LAWS

Revised April 2014

ARTICLE I – NAME

The name of this organization shall be the James H. Cox Parent – Teacher Organization, of the Fountain Valley School District, Fountain Valley, California.

ARTICLE II – OBJECTIVES

The objectives of this organization shall be:

To promote the welfare of the children and youth in the home, school and community

To bring into closer relation the home and the school, that parents and teachers may cooperate intelligently in the education of the child

To develop between educators and the general public such united efforts as will secure for every child the highest advantage in physical, mental, social and cultural education

This organization is organized exclusively for the charitable, scientific, literary, or educational purpose 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 organization shall be non-commercial, non-sectarian and non-partisan. No commercial enterprise and no candidate for public office shall be endorsed by it. Neither the name of the organization nor the names of its officers in their official capacities shall be used in any connection with a commercial concern or with any partisan interest for any other purpose than the regular work of the organization.

The program shall be educational and philanthropic and shall be developed through conferences, committees and projects.

The organization shall work with the school to provide quality education for all children. The organization shall cooperate with the Fountain Valley School District policies.

The organization shall not enter into membership with other associations, except with approval of the Executive Board. The organization my cooperate with organizations and agencies active with child welfare, such as conference groups or coordinating councils, provided the representative makes no commitments that bind the group, unless authorized by the organization.

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 purpose set forth in Article II hereof.

Notwithstanding any other provisions of these articles, the organization shall not carry on any other activities not permitted to be carried on by an organization exempt from Federal income tax under section 501 (c)(3) of the Internal Revenue Code.

Upon the dissolution of this association, after paying or adequately providing for the debts and obligations of the association, the remaining assets shall be distributed to one or more nonprofit funds, foundations or organizations which have established their tax exempt status from the internal Revenue Code, as determined by the executive board.

ARTICLE IV – MEMBERSHIP AND DUES

The membership of this organization shall be open to all parents, relatives, and residents in the school attendance area, guardians of students at Cox School and all staff members of Cox school.

Dues are paid per household. These dues are not mandatory, but will be solicited once or twice (based on need) per year in September/October.

The privilege of holding office, making motions, debating and voting shall be limited to members of the organization.

ARTICLE V – OFFICERS/ELECTION OF

The executive officers of this organization shall be

President

First Vice President

Second Vice President

Third Vice President

Secretary

Treasurer

Parliamentarian

Historian

The executive officers shall be elected annually at the spring meeting. Auditor is an appointed position. The president shall appoint the appointed member(s), with ratification by the executive board.

Nominations shall be made by a nominating committee, which shall be elected by the organization two months prior to the annual election meeting. The committee shall serve until the annual election meeting.

At the March meeting, the president will establish a nominating committee headed by the parliamentarian. The committee will consist of, the parliamentarian, four members, one faculty and the principal as an advisor. The parliamentarian shall call the first meeting of the nominating committee to give instruction and serve as chairperson.

A flier shall be distributed stating open board/chair positions and responsibilities thereof. This flier shall invite those interested in a position to contact Nominating Committee and/or PTO Board Members.

The nominating committee shall present a slate of officers in April, prior to the election of officers at the annual spring meeting.

The consent of each candidate must be obtained before his/her name is placed in nomination.

Election shall be held by ballot at the annual spring meeting. 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.

Vacancies/Resignations
A vacancy in the executive board, other that that of the presidency shall be filled by appointment by the president with the approval of the executive board.
In the event of the resignation of the president, the 1st vice president shall succeed to the presidency for the remainder of the term. If the 1st vice president shall refuse the appointment, the 2nd vice president, the 3rd vice president, the secretary and the treasurer are asked to fill the vacancy, in that order. If none of these board members accept the presidency, an election shall be held at the next general meeting of the organization to fill this office for the remainder of the term.

Upon the expiration of the term of office or in case of resignation or termination, each officer shall turn over to the president, with out delay, all records, books and other material belonging to the office and shall return to the treasurer, without delay, all funds pertaining to the office.

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 2/3 affirmative vote, declare the office vacant.

Terms of Office

Officers shall serve for a term of one year.

Officers shall assume their duties on July 1.

No officer is eligible to the same office for more than two consecutive terms. Terms may be extended by a special vote of the executive board.

The privilege of holding office, making motions, debating and voting shall be limited to members of the organization.
Officers shall respect the right to privacy of all officers, parents, volunteers, members, staff and students and are not to disclose personal information pertaining to any officer, parent, volunteer, member, staff or student.

ARTICLE VI – DUTIES OF OFFICERS

The President
Coordinates the work of the officers and committees of the organization in order that the objectives may be promoted.
Presides at all meetings of the organization and the executive board.
Shall be a member ex officio of all committees except the nominating committee.
Appoints the historian, the parliamentarian, the auditor and the chairpersons and members of standing and special committees, subject to the ratification of the executive board.
Signs all warrants and checks with the treasurer, with the first vice president acting in the absence of either.
Performs such duties as may be prescribed in these bylaws and accompanying standing rules or as assigned by the organization.
Has all contacts and/or legally binding documents approved by the executive board before signing.
Fills all vacancies in office between elections, with approval of the executive board.
Sets calendar with the principal.

1st Vice President
In the absence of the president, perform the duties of the president.
Be Dean of Chairpersons, assisting the chairpersons and serving as a liaison between the chairpersons and the board.
Signs checks with the treasurer when acting as president pro-tem.
Serve as Chairperson of the Honorary Life Membership Committee.
Coordinates and oversees the completion of packets for the first day of school.

2nd Vice President
Acts as aid to the president and shall, in designated order, perform the duties of the president in the absence or disability of that officer to act.
Is responsible for all Ways and Means, including fund raising.

3rd Vice President
Acts as aid to the president and shall, in designated order, perform the duties of the president in the absence or disability of that officer to act.
Is responsible, with the principal, for providing information about school programs and curriculum, as requested by the PTO Board.
Is responsible for a minimum of two student body programs per year.
Is a faculty member.

Secretary
Keeps an accurate record of all of the proceedings of all meetings of the organization and of the executive board, and distribute copies at the general meetings.
Be prepared to refer to the minutes of the previous meeting.
Prepare for the use of the president, principal, and the executive board a summary of all unfinished business and a list of all motions approved.
Conduct all necessary correspondence of the organization.
Notify all officers of their election and all chairpersons of their appointment.
Be responsible for typing and duplicating all notices relating to the PTO, which have been approved by the president and the principal.
Record all expenditures in the minutes.
Keep a current copy of the bylaws and standing rules.
Sends out notices of the executive board meetings.
Performs such other duties as may delegated to the secretary.

Treasurer
Receives all moneys for the organizations.
Deposits all moneys in the name of the organization in a bank approved by the executive board.
Pays out sums only on checks with approval of the executive board or general membership.
Signs all checks with the president. The treasurer must secure two signatures on all checks. Any two of the following are authorized to sign: president, treasurer, and 1st vice president. The amortization signers shall not be related by blood, marriage or reside at the same address.
Keeps an accurate record of receipts and disbursement 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.
Keeps such permanent books of account and records as shall be sufficient to establish the items of gross income, receipts and disbursements of the organization.
Presents a statement of account at every meeting of the organization and at other times when requested by the executive board.
Makes a full annual report to the organization, including an annual audit.
Reads or posts treasurer report by all general meetings.
Chairs a budget committee consisting of the president, secretary, and principal, 1st Vice President, 2nd Vice President, three faculty members and three members at large from the general membership. Budget for following year to be voted on at annual spring meeting.
Presents annual budget at the September meeting.

Auditor
Audit the books and financial records of the organization annually at the close of the officer’s term.
Presents a written report to the executive board.
Audit the books upon resignation of the president or treasurer or whatever deemed necessary.

Parliamentarian
Attends all meetings of the organization and of the executive board and give necessary advice in parliamentary procedures, when requested.
Calls the first meeting of the nominating committee, act as chairperson and gives instructions in procedure.
Chairs the bylaws committee and reviews bylaws and standing rules annually.

Historian
Assembles and preserves a record of the activities, achievements and volunteer hours of the association.
Acts as custodian of the records and other pertinent to the history of the organization.

ARTICLE VII – MEETINGS

Regular general meetings of this organization shall be held monthly, unless otherwise ordered by the organization or the executive board. Special meetings may be called by the executive board upon written notice sent at least 3 days before the meeting date.

The general meeting in the spring shall be the annual election meeting at which officers shall be elected.

A majority of the board members present at a general PTO meeting shall constitute a quorum.

The privileges of making motions, debating and voting shall be limited to members of the organization who are present.

Robert’s Rules of Order Revised shall govern this organization in all cases in which they are applicable and not inconsistent with these by-laws.

The executive board shall meet at least once per month during the school year, unless otherwise ordered by the executive officers.

Five members serving on the executive board shall constitute a quorum.

Special meetings of the executive board may be called by the president, and must be called upon the written request of five members.

ATICLE VIII – EXECUTIVE BOARD

The executive board shall consist of elected officers of the organization.

The principal of the school or a representative appointed by him/her shall serve in an advisory capacity.

The Executive Board:

Shall provide organization leadership for the organization at large and its various committees.
Shall transact necessary business between meetings of the organization and such other business as may be referred to it by the organization.
May authorize the payment of routine organizational bills within the limits of the budget adopted by the PTO, and may authorize the payment of other bills not to exceed a cumulative total of $500 between meetings of the organization. Such action shall be ratified at the next meeting and must be recorded in the PTO minutes. Approval of the budget is not authority for the expenditure of funds.
Shall create standing and/or special committees as are deemed necessary to promote the objectives and to carry on the work of the organization.
Shall fill and approve all vacancies in office, including that of the president.
Shall present, (in minute form), a report at regular meetings of 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 5 members. All members must be notified of special meetings at least three days before the meeting date.

Five members shall constitute a quorum for the transaction of business in any meeting of the executive board.

ARTICLE IX – STANDING AND SPECIAL COMMITTEES

There shall be such standing committees created by the executive board as may required to carry on the work of the PTO. The Quorum for a committee meeting shall be majority of its members.

The chairperson and members of the standing committees shall be appointed by the president subject to the ratification of the executive board.

The term of the office for chairpersons shall be one year or until successors have been appointed.

The chairperson of each standing committee 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 chairpersons and filed with the president.

If the chairperson fails to attend three consecutive meetings without adequate excuse or is not fulfilling his responsibilities as prescribed by 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 position vacant.

Upon the expiration of the term of office or in case of resignation or termination, each chairperson shall turn over to the office and shall return to the treasurer, without delay, all funds and documents pertaining to the office.

The executive board each have the power to create special committees in order to carry out specific programs and projects.

ARTICLE X – PTO GIFT COMMITTEE

The budget committee will also take on the responsibility of the gift committee when necessary.

This committee shall meet in March for the purpose of evaluating requests and compiling a priority list of gifts.

No major purchases shall be made or funds distributed unless approved by a majority vote of the executive board and this committee. Purchase of the needed equipment is to be made from existing funds allowing for operating expenses of the organization.

ARTICLE XI – EXPENDITURES

Checks shall be signed by any two of the following: president, 1st vice president, and treasurer.
The payment of any or all indebtedness may be authorized by a majority vote of the executive board.

No part of the net earnings of this organization shall ever inure to or for the benefit of or be distributed to its members, trustees, officers, or other private persons, except that the organization shall be empowered to pay reasonable compensation for services rendered and to make payments and distributions in furthermore of the exempt purposes for which it was formed.

ARTICLE XII – DISSOLUTION

Upon the winding up and dissolution of this organization, after paying or adequately providing for debts and obligation of the organization, the remaining assets shall be distributed to a non-profit fund, foundation or corporation, which is organized and operated exclusively for charitable, educational or religious and/or scientific purpose and which has established its tax-exempt status under Section 501 (c) (3) of the Internal Revenue Code, and as approved by the executive board.

ARTICLE XIII – FISCAL YEAR AND IRS NUMBER

1. The fiscal year of this PTO shall begin on July 1st and end June 30th.

The PTO shall not assume any financial obligation in any one fiscal year that will be carried over into succeeding term.

The internal Revenue Service Employer Identification number is on file with the treasurer.

ARTICLE XIV – PARLIMENTARY AUTHORITY