Vista Academy of Garland - PTO By-laws
A 501(c)3 non-profit organization
(EIN: 27- 000000)
PTO Bylaws; version 2.0
Adapted: November 7th, 2011
Article I: Name
The name of the organization shall be Vista Academy of Garland – PTO (Parent Teacher Organization).
Article II: Purpose
The organization is organized exclusively for charitable and education purposes to support and enhance the learning environment at Vista Academy at Garland (VAG) by:
1. Promoting open communication between the administrators/teachers and parents.
2. Encouraging student, parent, and administrator/teacher participation at school functions.
3. Providing an atmosphere for parental support, e.g., parents sharing ideas, experiences, problems, and solutions.
4. The PTO's job is to organize, contribute funds and services to special projects and extra-curricular activities in accordance with the principal's/superintendant's goals for the year.
Article III: PTO Governing Policies
- The Executive Board is solely responsible for overall policy and direction of the Organization, and will delegate responsibility for day-to-day operations to the Officers.
- The Board shall have up to 4 and not fewer than 2 members. The board is not entitled to any kind or form of compensation.
- The Organization shall be non-commercial, non-sectarian, and non-partisan. It shall not be affiliated with a national parent-teacher organization.
- The Organization shall seek to improve the quality of the education for all of the students at VAG.
- The Organization may cooperate with other organizations and agencies active in child welfare.
- The Organization shall not engage in any activities that are counter to VAG policies or procedures.
- The name of the Organization or the names of any members in the official capacities shall not be used in conjunction with a commercial concern or with any partisan interest or for any purpose not appropriately related to the promotion of the purpose of the Organization.
- Binding commitments of resources (i.e., financial or service) of the Organization can only be made by majority vote of the members present at a regular meeting or by a majority vote of the officers at an Executive Board meeting.
- A majority vote is required before business can be transacted or motions made or passed.
- An official Board meeting requires that each Board member have a written notice of one week in advance.
Article IV: Tax-Exempt Status Policies
The policies in this section have been established to maintain a tax-exempt status as defined in section 501(c) (3) of the Internal Revenue Code:
1. The organization shall be established and operated for charitable and educational purposes.
2. No part of the net earnings of the Organization shall inure to the benefit of or be distributable to its members, 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 the purpose article hereof. No substantial part of the activities of the Organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in or intervene in (including publishing or distributing statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of this document the Organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or (b) by an organization contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code, or corresponding section of any future federal tax code.
3. Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government for a public purpose.
Article V: Membership and Dues
Section1.
Membership to the Organization shall be available to:
a) All parents/guardians with a child enrolled and attending VAG.
b) Any member of the staff working at VAG.
c) Annual dues in the amount of $10.00 per household will be due from all parents /guardians participating in the PTO at the start of school year.
Article VI: Officers and their Election
Section 1.
a) The officers of this Organization (Executive Board) shall be the President, Vice President, Treasurer and Secretary.
b) Two non-voting/non-elected teacher representatives will serve as consultants representing the teacher community.
c) The first four offices shall be held by parent/guardian members of the Organization.
Section 2.
a) The Nominating Committee shall consist of the school principal and members of the PTO Executive Board.
b) The PTO President serves as the ex officio member of the committee.
Section 3.
a) The Nominating Committee members shall solicit recommendations for the new officers and submit a slate with two candidates for each office that is being vacated that year.
b) Additional nominations for each vacated office shall be accepted from members of the Organization at any time prior to the election. These nominations can be in writing or from the floor.
c) There shall be no restrictions for re-nominations and re-election of members for consecutive terms.
Section 4.
a) Nominations and elections shall be staggered with the objective of retaining two of the four parent/guardian officers for the New Year. Thus under normal circumstances officer nominations will be for two-year terms and can be extended with a majority vote.
b) Any Board member can apply for any other position if vacant by submitting a written request to the board. However, a majority vote of the Executive Board is required to approve such a request.
c) During years when more than two of the offices are being vacated, single-year nominations also be made to maintain the two-officer stagger.
Section 5.
a) Officers shall be elected by simple majority vote of the members present during a Regular meeting. A single voice vote shall serve to simultaneously elect all officers to positions for which there is only one nominee.
b) In cases where there are two or more nominees, the vote shall be by written ballot. Ballots shall be counted by two members of the Organization who do not have positions on the outgoing or nominated Executive Board, or on the Nominating Committee.
c) The same nominating and election process shall be used for offices that are vacated before the conclusion of an annual term.
Section 6.
a) Resignation, Termination and Absences. Resignation from the Board must be in writing and received by the Secretary.
b) A Board member shall be dropped for excess absences from the Board if she/he has three unexcused absences from Board meetings in a year.
c) A Board member may be removed for any other reasons by a majority vote of the remaining directors.
Section 7.
a) The Board may create and administer Committees and Chairs as needed.
Article VII: Officer Duties
The primary duties of the officers of the Organization are included below:
1. The officers are free to delegate any of their responsibilities unless their title is specifically called out elsewhere in the bylaws (e.g., in Article IX).
2. The officers, collectively as the Executive Board, have additional duties outlined in Article VIII. The Executive Board or the membership of the Organization can also assign additional duties to the officers.
Section 1: President
a) Shall convene regularly scheduled or special Executive Board meetings, shall preside or arrange for other members to preside at each meeting.
b) Approves the agenda for all Regular, Special, and Executive Board meetings of the Organization.
c) Calls the newly elected officers together for an Executive Board meeting prior to the new school year.
Section 2: Vice President
a) Presides over Regular, Special, and Executive Board meetings of the Organization when the President is unavailable.
b) Coordinates Standing and Special committee work of the Organization.
Section 3: Treasurer
a) Shall make a report at each Board meeting. Treasurer shall chair the finance committee, assist in the preparation of the budget, help develop fundraising plans, and make financial information available to Board members and the public.
b) Keeps financial records and reports, accounts/finances of the Organization as and when needed.
c) Has responsibility for the safekeeping of the funds and financial records of the Organization.
Section 4: Secretary
a) Records the minutes at Regular, Special, and Executive Board meetings of the Organization.
b) Coordinate correspondences to and from the Organization.
c) Coordinates public relations of the Organization including, but not limited to, gestures of appreciation and sympathy.
d) Has responsibility for the safekeeping of the records/correspondences of the Organization.
e) Holds a copy of the by-laws making them available at all Regular, Special, and Executive Board meetings of the Organization.
f) Sets the agenda for all Regular, Special, and Executive Board meetings of the Organization.
Section 5: Teacher Representatives
a) Acts as a liaison between their respective teaching staffs and the Organization.
b) Represents the interests of other concerns of VAG at Regular, Special and Executive Board meetings of the Organization.
Article VIII: Executive Board Committee
Section 1
a) The Executive Board shall consist of the officers of the Organization.
Section 2
The duties of Executive Board Committee shall be to:
a) Schedule and announce Regular and Special meetings of the Organization.
b) Prepare and submit for adoption an annual budget to the Organization.
c) Present a status report at the Regular meetings of the Organization.
d) Prepare and maintain a complete and accurate record of the accounts of the Organization and the Minutes of its meetings.
e) Create standing and special committees.
f) Review the plans of work of the standing and special committees.
g) Authorize expenditures that have been budgeted or subsequently approved by the Organization.
h) Transact necessary business in the intervals between Regular meetings or Special meetings of the members and such other business as may be referred to it by the Organization.
Article IX: Expenditures and Disbursements
Section 1
a) All checks which are written for disbursement to pay an expense must be signed by the Treasurer or President.
b) However, a check may not be signed by the person to whom the check is made payable to, for this reason, a total of two authorized check signers are required.
Section 2
a) The treasurer may not be a signer on a check made out to "cash".
b) All disbursement to be made against a pre-approved written invoice signed by school principal and a PTO Executive Board Member.
Section 3
a) The Organization shall end the fiscal year with a minimum of 5% and a maximum of 20% of the total income, minus expenses, for the year.
b) Additionally, the Organization shall place in cash reserve an amount equal to 100% of the current fiscal year's liability insurance premium and up to $500.00 for 501 3(c) processing or audit fees.
Section 4
a) The Executive Board is empowered to approve expenditures up to $1000 per request without a vote of the general membership.
Article X: Meetings
Section 1
a) At least four General meetings of the Organization shall be held during the school year.
b) The schedule for these meetings shall be presented by the Executive Board at the first meeting and published in the school newsletter and via other media sources (e.g. email, FB, notice board, website).
Section 2
a) Special meetings of the Organization may be called by the Executive board on a three day notice.
Section 3: Executive Board Meetings
a) Meetings of the Executive Board shall be held every month during school calendar year and as deemed necessary with or without public notice.
b) Executive Board meetings are open to all members of the Organization but voting rights are restricted to the officers. A majority of the Executive Board Members shall constitute a quorum.
c) Minutes of all Executive Board meetings shall be recorded and made available upon request.
Section 4: ROBERT'S RULES OF ORDER
a) Provides common rules and procedures for deliberation and debate in order to place the whole membership on the same footing and speaking the same language.
b) The conduct of ALL business is controlled by the general will of the whole membership - the right of the deliberate majority to decide. Robert's Rules of Order Revised shall govern this Organization's meetings in all cases in which they are applicable and in which they are not in conflict with these by-laws.
Article XI: Fiscal Year
The fiscal year of the Organization is from July 1 to June 30.
Article XII: Amendments
Section 1
a) Public notification of the proposed by-laws or amendments and the planned date of ratification vote shall be made at least thirty days prior to the vote. This notification shall be included in the school newsletter/website/notice-board.
b) During this period the proposed by-laws or amendments shall be posted on the school website. Hardcopies shall be made available in the school office.
Section 2
a) Thirty days after the public notification the proposed by-laws or amendments can then be ratified and adapted.
b) However, a two-thirds affirmative vote is required of the members present at any Regular or Special meeting of the Organization.
Article XIII: Dissolution
The Organization may be dissolved in the following manner:
a) The Executive Board shall give notice to the entire membership that the dissolution is being considered by publishing the Articles of Dissolution.
b) At least two weeks following the notice, a Special meeting shall be called to discuss the dissolution proposal and to vote.
c) Dissolution requires approval of the Articles of Dissolution by two-thirds of the .members present by written vote.
d) Dissolution shall take effect when specified in the Articles of Dissolution.
e) Upon dissolution, remaining funds shall be disbursed as defined in Article IV-C.
Article XII: Adaption
These by-laws were approved and adapted at a meeting of the PTO Executive Board on the 7th day of November 2011.
