The Heritage School PTO Bylaws

 

Article I: Name

The name of this organization is The Heritage School Parent Teacher Organization.

 Article II: Purpose

The purpose of the Organization is to support and enhance The Heritage School (THS)

by:

- Promoting open communication between the administrators/teachers and parents.

- Encouraging student, parent, and administrator/teacher participation at school functions.

- Providing an atmosphere for parental support, e.g., parents sharing ideas, experiences, problems, and solutions.

- Organizing and/or contributing funds and services to special projects and extra-curricular activities.

 

Article III: Basic Policies

A. The Organization shall be noncommercial, nonsectarian, and nonpartisan. It shall not be affiliated with a national parent-teacher organization.

B. The Organization shall seek to improve the quality of the education for all of the students at THS.

C. The Organization may cooperate with other organizations and agencies active in child welfare.

D. The Organization shall not engage in any activities that are counter to The Heritage School policies or procedures.

E. 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.

F. 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.

 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.

A. The organization shall be established and operated for charitable and educational purposes.

B. 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.

C. 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

Section 1. Membership to the Organization shall be available to:

A. All parents/guardians with a child enrolled and attending THS.

B. Any member of the staff working at THS.

Section 2. There will be no dues for the Organization.

Article VI: Officers and Their Election

Section 1. The officers of this Organization shall be the President, Vice President, Treasurer,  and Secretary.The first four offices shall be held by parent/guardian members of the Organization.

Section 2. The Nominating Committee shall consist of the school principal and two members of the Organization that are not members of the Executive Board. The President serves as the ex officio member of the committee.

Section 3. The Nominating Committee members shall solicit recommendations for the new officers and submit a slate with one candidate for each office that is being vacated that year. 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. There shall be norestrictions for re-nominations and reelection of members for consecutive terms.

Section 4. 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 with the current Vice President becoming the new President. However, during years when more than two of the offices are being vacated, single-year nominations will also be made to maintain the two-officer stagger.

Section 5. 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. 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.

Section 6. The same nominating and election process shall be used for offices that are vacated before the conclusion of an annual term.

Article VII: Officer Duties

The primary duties of the officers of the Organization are included below. 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). 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. Sets the agenda for all Regular, Special, and Executive Board meetings of the Organization.

B. Presides over 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 unable.

B. Coordinates Standing and Special committee work of the Organization.

Section 3. Treasurer

A. Keeps and reports the accounting of the Organization.

B. 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 correspondences of the Organization.

E. Holds a copy of the bylaws making them available at all Regular, Special, and Executive Board meetings of the Organization.

Article VIII: Executive Board Committee

Section 1. The Executive Board Committee 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

All checks, which are written for disbursement to pay an expense, may be signed by the Treasurer or the Secretary.

Article X: Meetings

Section 1. At least four Regular meetings of the Organization shall be held during the school year. The schedule for these meetings shall be presented by the Executive Board at the first meeting and published in the school newsletter.

Section 2. Special meetings of the Organization may be called by the Executive board.

Section 3. Executive Board Meetings

A. Meetings of the Executive Board Committee shall be called when 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. 

Article XI: Fiscal Year

The fiscal year of the Organization is from June 1 to May 31.

Article XII: Adoption and Amendments

Section 1. Public notification of the proposed bylaws or amendments and the planned date of ratification vote shall be made at least thirty days prior to the vote. This notification shall beincluded in the school newsletter. During this period the proposed bylaws or amendments shall be posted on the school website. Hardcopies shall be made available in the school office.

Section 2. Thirty or more days after the public notification, the proposed bylaws or amendments can then be ratified by a two-thirds affirmative vote 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 that 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.