Hazeldale Elementary School PTO By-Laws
An Oregon Non-Profit Corporation
July 1, 2009 (Updated June 8, 2020)
Article 1 – Name
The name of this corporation shall be the Hazeldale Elementary Parent Teacher Organization, Inc. (herein called the PTO).
Article 2 – Objective
The objectives of the PTO shall be to:
- Promote education, communication, and understanding among the students, parents, faculty, administration, and the community of Hazeldale Elementary School (herein called the School);
- Supply and facilitate parental and community support to the School;
- Support the School in projects and public information as they relate to the School’s educational programs;
- Promote the welfare of children and youth in home, school, and community;
- Promote parental support for, and the cooperation with, the teachers and administrators of the School in the education of the children and youth enrolled in the School; and
- Enhance and augment the basic curriculum through volunteerism and student enrichment programs.
Article 3 – Policies
- The PTO shall be noncommercial, nonsectarian, and nonpartisan. Neither the name of the PTO nor the name of any of its members, officers, or directors in their official capacity shall be used in connection with any commercial concern or with any partisan interest, or for any purpose other than the regular work of the PTO.
- The programs of the PTO shall be education, fundraising, and social and community activities.
- The PTO may cooperate with other organizations and agencies active in child development such as conference groups or coordinating councils, provided that no commitment shall bind the PTO beyond the current school year.
- No substantial part of the activities of the PTO will include campaigning in connection with ballot measures, and under no circumstances shall the PTO engage in political activity either for or against any candidate for public office.
Article 4 – Membership
All parents, guardians, teachers, and staff associated with the School are and shall be members of the PTO.
Article 5 – Officers, Directors, and Elections
Officers and Terms of Office.
- All officers and directors must be members of the PTO. The officers of the PTO, each of whom shall also be a director of the PTO, shall consist of a President, Vice President, Secretary, Treasurer, Volunteer Coordinator, Hospitality Coordinator, and Teacher Representative. Any position may be shared by one or more persons, each of whom will be a director and will have a vote on the Board of Directors.
- The officers, excluding the Teacher Representative, shall be elected by secret written ballot at the annual election meeting of the members in May of each year, and shall serve a term of one year from July 1 through June 30. Newly elected officers will assume their official duties at the last PTO meeting of the school year after the outgoing officers have completed their business and turned the meeting over to the newly elected officers.
- The Teacher Representative shall be selected by the staff of the school on or before the date of the annual election meeting of the members.
- The same person shall hold no elected position for more than two consecutive terms, unless no other candidate is interested, and then the position may be filled by the same person up to four terms.
Nominations and Elections
- The slate of candidates will be presented at the election meeting in May. Nominations for additional candidates may be made from the floor. If there are no nominations, the Board can vote on the slate presented.
- The elections shall occur at an annual election meeting of the members in May of each year.
- If there shall be but one candidate for any office, the election may be made by voice vote at the annual election meeting.
- A vacancy occurring in an office shall be filled for the remainder of the term by a person elected by a majority vote of the remaining Directors. In case a vacancy occurs in the Office of President, the Vice President will become the President. The Vice President’s position will then be filled by a person not currently an officer or director elected by a majority vote of the remaining Directors and shall assume the duties of said office for the remainder of the term.
Article 6 – Board of Directors
The Board of Directors shall consist of seven directors, or more, if any one or more of the offices are shared. The Board of Directors shall at all time consist of the President, Vice President, Secretary, Treasurer, Volunteer Coordinator, Hospitality Coordinator, and Teacher Representative. The duties of the Board of Directors shall be to:
- Transact the necessary business in the intervals between PTO meetings. Addition- official business will be conducted in the Hazeldale PTO private group on Facebook. All members will have 48 hours to view and respond before any actions will take place. If business is conducted away from the meeting, we will include that in Old Business on the next PTO agenda.
- Create new standing committees, special committees, or both;
- Review annual budget prepared by the Treasurer before approval; and
- Perform any other activities reasonably required for the PTO to accomplish its purpose.
Article 7 – Duties of Officers
- The President shall preside at all meetings of the PTO and Board of Directors. The President shall be a member of ex-officio of all committees and shall appoint a nominating committee. The President shall be the official representative and shall act on behalf of PTO to the Administration of Hazeldale Elementary. The President shall also coordinate the work of the officers and committees and shall perform other duties as may be necessary and proper for the operation and well-being of the PTO. The President or Vice President in addition to the Treasurer shall review the monthly bank statements form the bank.
- The Vice President shall assist the President and shall perform the duties of the President in the absence or inability of that officer to act. The Vice President shall also oversee, jointly with the other Board Members, all fundraising and student/academic enrichment efforts by the PTO. The Vice President shall delegate the actual fundraising and student/academic enrichment efforts to appropriate committees. The Vice President shall be a member of ex-officio of all fundraising and student/academic enrichment committees. The Vice President shall perform other duties as may be delegated. The Vice President shall also preside over the Audit Committee as stated in Article 9.5 of these Bylaws.
- The Secretary shall keep an accurate record of all business transacted at each PTO meeting and be responsible for all PTO correspondence and acknowledgments. The Secretary shall coordinate with various PTO committee heads for those committees’ appropriate acknowledgments and expressions of appreciation. The Secretary shall have on hand for reference at each meeting a copy of the Bylaws, the minutes from previous meetings. The Secretary will send out the minutes within one week of the PTO Meeting, which will be posted for the community. The Secretary shall also perform such other duties as may be delegated to him/her by the President.
- The Treasurer shall receive all monies of the PTO, keep an accurate record of PTO receipts and expenditures, and pay out funds in accordance with the approved budget as authorized by the PTO. The Treasurer shall present a current financial statement at every PTO meeting and Board of Directors meetings. The Treasurer shall be responsible for ensuring the filing of annual reports to the Internal Revenue Service and other governmental bodies as required by law.
- The Volunteer Coordinator shall be a participating member of the Board of Directors and shall serve as a liaison between the PTO, school staff, school volunteers, and the community in order to maintain a well-coordinated school volunteer program. The Volunteer Coordinator will run the Volunteer onboarding training at the beginning of the year. The Volunteer Coordinator will send Volunteer emails two weeks prior to the event with a follow up 3 days before the event.
- The Hospitality Coordinator shall be a participating member of the Board of Directors, shall attend all Board meetings and be responsible for all committees associated with social activities of the PTO, and as necessary, and shall perform other duties that are necessary for the operation and well-being of the PTO and Hazeldale Elementary.
- The Teacher Representative shall be a participating member of the Board of Directors, shall act as a liaison between the PTO and the school staff and shall be responsible for communicating staff needs and requests to the PTO members.
- All officers shall:
- Perform the duties prescribed in the Bylaws and any additional duties which may be assigned to them from time to time; and
- At the final meeting of the school year, deliver to their successor all papers, files, and records, pertaining to their duties and responsibilities.
- PTO members are encouraged to attend and participate in all PTO events, dedicating their time and commitment to all said events and PTO meetings.
Article 8 – Committees
- Additional or standing committees may be created or dissolved from time to time by the President or the Board of Directors as necessary.
- Special committees may be created from time to time to satisfy short term objectives at the direction of the Board of Directors, the President, or the PTO membership at a meeting.
Article 9 – Budget and Treasury
- Preliminary budget discussions will occur before school year begins. Using information from these preliminary budget discussions, a proposed budget shall be prepared by the Treasurer and reviewed by the Board of Directors. This proposed budget shall be presented for discussion at the September Board meeting. If there are any changes, they shall be made and the final budget shall be presented and voted upon at the September Board meeting.
- All funds of the PTO shall be maintained in an insured deposit account in a bank or savings and loan institution as directed by the Board of Directors.
- Any large cash deposits (over $100) must be verified by at least two directors.
- Any individual Board Grant shall be voted on at the General PTO Meeting, or via email or social media in between meetings.
- Three directors will be authorized to sign on the PTO checking/savings accounts; the President, Vice President, and Treasurer. Any non-budgeted expenditures over $50.00 must be approved in advance at a meeting of the Board of Directors.
- Audit Committee. The accounts of the PTO may be examined at any time but shall be examined at the end of each school year by an Audit Committee. The Audit committee will be appointed by the President and coordinated by the Vice President and will include the incoming Treasurer and at least one PTO non-Board member. Satisfied that the Treasurer’s report is correct, the Audit Committee shall sign a statement to that effect at the end of the report. The report will become part of the PTO records.
- A minimum of $15,000 shall remain in the treasury each year as a contingency fund to be passed to the new PTO Board in order to provide operating funds to begin the PTO’s activities for the next school year.
- The fiscal and corporate year of the PTO shall be July 1 through June 30.
Article 10 – Board Meetings
- Board meetings will be scheduled during the school year by the Board of Directors. Board meetings will be attended by the Board of Directors, Committee Chairs and any other interested PTO member.
- Board meetings may be rescheduled or additional Board meetings may be called from time to time by the Board of Directors as necessary, with not less than ten days-notice to the PTO membership.
- A voting quorum with consist of the President and a least one-half of the Board of Directors and motions shall be carried by a majority vote.
- The rules of procedure for the PTO Board meetings, as to matters not expressly governed by these Bylaws or the Articles of Incorporation, shall be those prescribed in Robert’s Rules of Order, Revised.
- All PTO members are encouraged to attend PTO meetings. If you are not able to attend, please give advanced notice. If a PTO member misses more than 3 meetings, you may be asked to step down from your position.
Article 11 – Amendments
These Bylaws may be amended at any Board meeting by a majority of the members present and voting, provided there has been one month notification of the proposed amendment to all members.
Article 12 – Dissolution
In the event that the PTO is dissolved, all of its assets shall be distributed in accordance with the decisions or plans made therefore by the previous year’s Board and consistent with these Bylaws and Articles of Incorporation