Timothy Ball Parent Teacher Organization By-Laws
NAMEThe official name of the Parent-Teacher Organization is Timothy Ball Elementary Parent-Teacher Organizationand may be referred to as “ TBall PTO”, “PTO” or “Organization” in this document.
The function of the TBall PTO is to raise funds and promote involvement in school activities through the following means:
a. Provide annually budgeted and PTO sponsored activities and additional programs and materials.
b. Supplement annual TBall PTO budget for additional equipment, materials, and activities.
c. Evaluate requests for financial support for special activities, resources, and supplies.
d. Support the education of children at Timothy Ball Elementary School by fostering relationships among the school, parents and teachers.
ARTICLE IIIBASIC POLICIES
Section1. The Organization shall be noncommercial, nonsectarian,and nonpartisan. No commercial enterprise and no political candidate shall be endorsed by it. The name of the Organization and its officers in their official capacity shall not be used in any connection with a commercial concern or with any partisan interest or for any purpose other than the regular work of the PTO.
Section2. The Organization may cooperate with other organizations and agencies active in child welfare and with conference groups or coordination councils uniting in child welfare.
Any parent or guardian with children attending Timothy Ball and Timothy Ball staff who are interested in the mission of the TBall PTO, and who are willing to uphold its principles, basic policies, and subscribe to its by-laws may become a member. A teacher representative shall be present at the regularly scheduled PTO meetings.
Section1. OFFICERS:Officers of the TBall PTO shall be a President, First Vice-President, Second Vice-President, Secretary,and Treasurer. Co-officers may also be selected should the committee deem it necessary. Officers shall be elected for a one-year term in May, to begin in July, by a majority vote of members present. It is recommended, by not mandatory, that the First Vice-President be nominated for election as President for the following term. All officers may serve one than one term in the same or in a different position. There shall be no relatives (by blood or marriage) that serve as Board members. Each Officer shall hold only one office at a time.
Section2. NOMINATIONS: Nominations for officers shall be made by a Nominating Committee of three members,appointed by the Executive Board, in March. The three members of the Nominating Committee cannot also be running for office. The Nominating Committee shall seek nominations for all board positions and shall present the nominations at the April PTO meeting, with elections taking place at the May meeting. Additional nominations may be made from the floor: the consent of the nominees must be obtained. Voting shall be by voice vote if a slate is presented. If more than one person is running for a Board position, a ballot vote shall betaken and tallied by the President and the Principal or Teacher Representative.
Section3. VACANCIES:A position is declared vacant upon resignation by an officer or by an unfilled position. A vacancy shall be filled by appointment of the Executive Committee within 60days for the balance of the term. If there is a vacancy in the office of President, the Vice President will become President. At the next regular PTO meeting, a new Vice President will be appointed by the Board. Officers can be removed with or without cause by a 2/3 vote of those present (assuming a quorum) at a regular PTO meeting where previous notice has been given, no less than one week.
DUTIES OF OFFICERS
a. To prepare agendas of the Executive Board meeting in cooperation of the Principal prior to the meeting.
b. To convene meetings.
c. To preside at meetings of the PTO and Executive Board.
d. To facilitate any group discussions.
e. To call for members for committees.
f. To review the minutes.
g. To work closely with the Principal and Teacher Representative in matters that relate to the PTO and to serve as the primary contact for the Principal.
h. To make presentations to various groups and school board, if requested.
i. To orientate the new President.
j. To help plan the annual calendar.
k. To coordinate the work of all officers and committees so that the purpose andmission of the PTO is served.
Section2. FIRST VICE-PRESIDENT:
a. To act as aid to the President.
b. To perform the duties of the President in the absence of that officer.
c. To review the monthly bank statement with the Treasurer.
d. To coordinate special projects as planned and as they arise.
Section3. SECOND VICE-PRESIDENT:
a. To act asaid to the First Vice-President.
b. To perform the duties of the First Vice-President in the absence of that officer.
c. To act as chairman over all fundraising activities.
a. To attend all meetings and record proceedings and votes of the PTO.
b. To submit minutes of the PTO meetings to the Executive Board for preliminary approval and then to the general membership within two weeks of said meeting.
c. To make any necessary revisions to the monthly PTO meeting minutes.
d. To assist the President in handling any necessary correspondence.
e. To prepare agendas for the PTO meetings.
f. To keep,bring, and make available to the membership all minutes, by-laws, rules, and any necessary supplies.
a. To receive all PTO monies.
b. To keep anaccurate record of receipts and expenditures.
c. To make payments as authorized in the Approved Budget, or by the Executive Board or Tball PTO.
d. To present a statement of accounts at each meeting and as requested by the Executive Board.
e. To review the monthly bank statement with the First Vice-President.
f. To make a full report at the end of the school year and provide all information needed for tax filing.
Standing Committees shall be formed as necessary by the Executive Board. These committees shall review and present plans/options to the TBall PTO and designate sub-committees pertaining to their separate functions. These committees shall make initial decisions, however, no decision shall be acted upon without approval of the Executive Board or the voting membership. TBall PTO shall have standing committees for fundraising activities, volunteers, hospitality and publicity/newsletter.
Section1. The Executive Board shall consist of the PTO officers, School Principal, and a Teacher Representative and may be referred to as “Executive Board” or “Board” in this document. The duties of the Executive Board shall be to transact any business between PTO meetings, to approve the proposed work of the Standing Committees, appoint the Nominating Committee, and to conduct other such necessary business. Board Meetings may be called by the President or a majority of the Board.
Section2:The Executive Board, by the beginning of the school year, shall establish a list of goals to be accomplished during the following school year, in conjunction with a budget, and present it at the September PTO meeting for approval.
Section1. MEETINGS:TBall PTO shall meet monthly, for a minimum of six times per school year, September through May, with additional meetings as needed. All meetings are open to the public. Meeting times and dates are to be set by the Executive Board.
Section2. NOTIFICATION OF MEETINGS: Notification of meetings shall be made at least one week prior to the meeting.
Section3. VOTING:Voting on TBall PTO matters requires a quorum of seven members. A simple majority vote of the quorum will be necessary to act. Members unable to attend the meeting shall be allowed to write in their vote prior to the scheduled meeting date.
Section4. ROBERT’S RULES OF ORDER: Robert’s Rules of Order 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.
Section5. MINUTES: Minutes of the monthly PTO meetings shall be distributed to the general membership within two weeks of the meeting after preliminary approval from the Board. The minutes will be subject to approval by the membership at the next monthly PTO meeting. Any revisions to be made will be noted and distributed within two weeks to the general membership again to be subject to approval at the next monthly PTO meeting.
Section1. A tentative budget shall be drafted by the Executive Board in the Fall for each school year and approved by majority vote at the first PTO meeting.
Section2. The PTO shall end the fiscal year with a minimum of 5% and a maximum of 10% of the total income for the year-end.
Section3. The Executive Board is empowered to approve expenditures not already approved in the original accepted budget, up to $250 per request, without a vote of the general membership.
Section4. The PTO shall decide the number of major fundraisers per year. All funds collected will be recorded and delivered to the Treasurer.
Section5. The Executive Board shall approve appropriate resolutions authorizing bank transactions, signatories, and related matter.
Section6. The fiscal year of the TBall PTO shall begin July 1st and end the following June 30th.
Section7. The TBall PTO may donate a maximum of $500 to new ISD 194 elementary school PTO’s. This donation shall be voted on after review and reconciliation of the current fiscal year and all outstanding debts have been paid.
Section8.Upon dissolution of the PTO (requiring a 14 calendar day note and a 2/3 vote of the general membership) any remaining funds shall be used to pay any outstanding bills and with membership approval, spent for the benefit of Timothy Ball Elementary School.
Section1. BY-LAWS:These By-Laws become effective upon their acceptance by a majority vote of the membership’s members.
Section2. AMENDMENTS: These by-laws may be amended by a 2/3 vote, assuming a quorum, of the members present at any PTO meeting, providing that notice of the proposed amendments (by postal mail, email, or fax) was given at the previous regular meeting or communicated to the members at least two weeks in advance.
BY-LAWS accepted November 2012