TincRoadSchool- Parent Teacher Organization

AMENDED BYLAWS

March 2010

ARTICLE I

NAME

  1. The name of this corporation shall be the Tinc Road School- Parent Teacher Organization hereinafter referred to as TRS-PTO.

ARTICLE II

PURPOSE

  1. To promote the welfare of children in the home, school, and community.
  2. To foster cooperation between home and school in order to provide the best educational opportunities for all children.
  3. To provide various programs and services consistent with and complimentary to the school curriculum and diverse needs of our children.
  4. To promotevolunteerism within the school.

ARTICLE III

POLICIES

  1. The TRS-PTO shall be non-commercial, non-secretarian, non-partisan, and non-profit. The TRS-PTO shall not endorse any candidate or commercial enterprise. The name of the TRS-PTO and the names of its officers and their official capacities shall not be used in connection with any commercial concern, with any partisan interest, nor for any purpose not related to the purposesof the TRS-PTO.
  2. The TRS-PTO shall cooperate with the school in order to support curricular and extra-curricular activities.
  3. Upon the dissolution of the TRS-PTO, after paying or adequately providing for the debts and obligations of the TRS-PTO, remaining assets shall be distributed to one or more nonprofit funds, foundations, or organizations, which have established their tax exempt status and directly benefit Tinc Road School.

ARTICLE IV

MEMBERSHIP

  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.
  2. There will be no mandatory fees or dues for membership in the TRS-PTO.
  3. The privilege of holding office, introducing motions, and voting shall be limited to members.

ARTICLE V

OFFICERS AND THEIR ELECTIONS(Executive Board)

  1. The Officers of the TRS-PTO shall be a President, a Vice-President, Co-Treasurers, a Secretary, and a Parent Communications Coordinator. An elected officer may, upon receiving approval from a majority of the elected officers, share the duties and responsibilitiesof his or her position with others board members for a brief period of time, not to exceed 45 days. A husband and wife together cannot hold more than one elected position.
  2. There shall be a nominating committee of at leastthree members,consisting of at least1 current officer not seeking reelection, and at least2 general members. The nominating committee shall be responsible for preparing and distributing, to all members, a nomination form listing all elected offices (not specific names of people). The nomination form will be sent out to all members in March. Additional nominations may be made from the floor at the May meeting. The nominating committee will review the completed nomination forms and contact the nominees for their consent to be put on the ballot. The ballot will be sent out to all members for the May meetingAll votes must be cast by 8:30 pm the night of the May meeting. The nominating committee will tally and publish the results of the election. A plurality of the votes cast shall determine the outcome of the officer’s election. The election process shall be determined by election committee which shall be compromised of the Executive Officers and at least 4 additional members of the organization. The procedures set forth by the committee are incorporated into the bylaws by reference and once established, they will be reviewed as needed.
  3. In order to open the ballot to all members, the procedures for casting ballots shall be flexible (i.e. including but not limited to, electronic mail, fax, and absentee ballot or web ballot) and will be determined by the nominating committee.
  4. Duly elected officers shall assume office at the close of the school year, at which time outgoing officers shall transfer all pertinent informationrecords.All duties and responsibilities of the outgoing board shall cease on June 30. This includes all fiduciary and administrative responsibilities and obligations.
  5. A vacancy occurring in an office shall be filled for the remainder of the unexpired term by a person receiving a plurality of the votes cast by the remaining officers. Nominations may be made at the next General PTO Meeting after the vacancy is announced. The ExecutiveBoardwill then vote on the nominees within a reasonable time after the nominations have been made.
  6. The term of each elected office shall be one-year. No person shall serve more than two consecutive one-year terms in the same office.This does not preclude any elected officer from running for the same office after he/she has taken a hiatus. Each person shall hold only one office at a time.
  7. Each electedofficeshallbe entitled to only one vote. In the event of a shared officeor shared committee chair where there are opposing views on a particular issue, the office shall abstain from voting on that issue.
  8. 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.
  9. 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 VI

DUTIES OF OFFICERS

  1. The President shall oversee the development of an annual budget, preside at any membership meetings of the TRS-PTO, Management Board and Officers; shall appoint special committees, shall perform such other duties as may be prescribed in the Bylaws or assigned to him or her by the TRS-PTO or the TRS-PTO Membership Board and shall coordinate the work of the officers and committees of the TRS-PTO.
  2. The Vice-Presidentshall act as aideto the President and shall perform the duties of the president in the absence or inability of that officer to serve.
  3. The Secretaryshall keep all records of the organization, take and record minutes, and handle correspondence. The secretary also keeps a copy of the minutes book, bylaws, rules, membership list, and any other necessary supplies, and bring them to the meetings. The Secretary shall alsoprovide written acknowledgment toindividuals/groups who have appeared at PTO meetings and school functions, except when this duty is already performed by another committee chairperson and handle all correspondence.
  4. The Treasurer shall have sole custody of all the funds of the TRS-PTO and shall perform all duties incident to the office of 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. The treasurer 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 by the end of the year. Please refer to the Methods and Procedure manual for all responsibilities of the Co-Treasurers.
  1. The PublicityCoordinator shall be responsible for the prompt communication of pertinent information and materials to the membership and publicize in the local papers.
  2. As necessary, the officers may conduct meetings without the general membership or Management Board in order to conduct administrative business of the TRS-PTO, including, but not limited to determining appropriate meeting dates, necessary Standing Committees, and other positions (hereinafter these meetings being referred to as “Officer Meetings”)

ARTICLE VII

MANAGEMENT BOARD

  1. The Management Board shall consist of the elected officers (Executive Board), Principal and the chairpersons of the Committees. The members of the Management Board shall serve until their successors are elected or appointed, All duties and responsibilities of the outgoing board shall cease on June 30. This includes all fiduciary and administrative responsibilities and obligations.
  2. The primary duties of the Management Board shall be to carry out the day to day business of the TRS-PTO.
  3. The Management Board shall approve and adopt an annual budget no later than September 30th, at which time the Treasurer must distribute said budget to the general membership.

ARTICLE VIII

MEETINGS

  1. The Management Board shall decide on the meeting schedule for the year and provide ample means of communication to the general membership. Meetings open to the TRS-PTO general membership shall be held on dates set by the officers and submitted to the office of the superintendent for inclusion in the Tinc Road School district calendar. Five (5) school days notice shall be given of a change of date. For voting purposes, a quorum or 10 TRS-PTO members must be present. A quorum consists of at least 3 executive board members and 7 TRS-PTO members for a total of 10 TRS-PTO members.
  2. Special meetings may be called by the officers provided results are pertinent to the TRS-PTO activities, procedures or events.
  3. Suggestions for agenda items may be submitted to any officer at least one day prior to each meeting; or may be brought up as New Business at the meeting, with discussion subject to time constraints.

ARTICLE IX

COMMITTEES

  1. Committees Chairpersons are appointed by the President and approved by the Executive Board, as may be required to promote the objectives and purposes of the TRS-PTO. These will include, but not be limited to: Volunteer Coordinator, Fundraising, Cultural Arts, Teacher Grants, etc.
  1. Their term shall be for one year and renewed by the newly elected Executive Board.
  2. Methodsand procedures of the TRS-PTO shall identify the roles and responsibilities of each position. Please refer to the Methods and Procedures manual.

ARTICLE X

FINANCES

  1. The fiscal year of the TRS-PTO shall be from July 1-June 30.
  1. A tentative budget shall be drafted in the fall for each school year and approved by a majority vote of the members present at the first General Meeting.
  1. The treasurer shall keep accurate records of any disbursements, income, and bank account information.
  1. The boards shall approve all expenses of the organization.
  1. Two authorized signatures shall be required on each check. Authorized signers shall be the president, vice president and treasurer.
  1. The treasurers shall prepare a year end financial statement by July 15th and to be reviewed by the audit committee.
  1. Upon the dissolution of the organization, any remaining funds should be used to pay any outstanding bills and with membership’s approval, spent for the benefit of the school.

AMENDMENTS

  1. These Bylaws may be amended at any regular or special meeting of the TRS-PTO, provided a quorum is present, provided that notice of the proposed amendment has been given to the general membership at least 1 week prior to the TRS-PTO meeting at which said amendment is to be voted upon. A quorum consists of at least 3 executive board members and 7 TRS-PTO members for a total of 10 TRS-PTO members.
  2. A Bylaw Committee appointed by the Executive Board shall review bylaws every two years or as deemed appropriate.

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