BYLAWS OF THE KYRENE DEL PUEBLO MIDDLE SCHOOL PARENT TEACHER ORGANIZATION
Created on 3/3/2010
ARTICLE I: NAME
The name of the non-profit organization is the Kyrene del Pueblo Middle School Parent Teacher Organization (hereinafter “the PTO”) at 360 Twelve Oaks Boulevard, Chandler, Arizona, 85226.
ARTICLE II: PURPOSES
Section 1. Purposes
The purposes of the Pueblo PTO are:
A. To provide support for the students and staff at Pueblo Middle School for the advancement of education.
B. To bring a closer working relationship between home and school so that parents, administrators, and teachers may cooperate intelligently in the education of the students.
C. To facilitate and encourage parent and public involvement in our schools and community.
D. To keep abreast of local district objectives and to be better informed regarding state, and local school issues.
Section 2. Implementation
The purposes of the PTO will be promoted through meetings, events, programs, and projects developed and implemented by the Executive Committee and by Committees, and governed by the policies set forth in these bylaws.
ARTICLE III: BASIC POLICIES
The following shall be the basic policies of the Pueblo PTO:
A. The organization shall be noncommercial, nonsectarian and nonpartisan.
B. The name of the organization or the names of any members in their official capacities shall not be used in any connection with a commercial concern or any partisan interest for any purpose not appropriately related to the promotion of the objectives of this organization.
C. The organization shall not -directly or indirectly- participate or intervene (in any way, including the publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office; or devote more than an insubstantial part of activities to attempting to influence legislation by propaganda or otherwise.
D. The organization shall work with the school to provide quality education for all children, and shall seek to participate in the decision-making process establishing a school policy. These tasks will be followed through by parent representation on Pueblo’s Site Based Collaborative Team, and parent representation on the Kyrene District Parent Superintendent Council (PSC), recognizing that the legal responsibility to make decisions has been delegated by the people to the Board of Education.
E. The organization may cooperate with other organizations and agencies concerned with child welfare, but persons representing this organization in such matters shall make no commitments that bind this organization.
ARTICLE IV: MEMBERSHIP
Section 1. Membership
A. Membership in the PTO shall be made available to any individual who subscribes to its objectives and basic policies without regard to race, color, creed or national origin, under such rules and regulations not in conflict with the provisions of these bylaws.
B. All members of the organization shall be eligible to participate and vote in the business meetings. Members must be present to cast their vote.
C. All members of the PTO are eligible to serve in any of its elective or appointive positions.
D. The membership year for the PTO shall be from July 1 to June 30 of the following year.
E. Fifth grade families who will be attending Pueblo in the fall may join PTO in advance for the upcoming year. These new members will be allowed to participate as full members starting May 1st or upon joining the PTO. Their membership will then adhere to the membership year guidelines described in Article IV, Section1.
F. Membership in PTO is highly encouraged and open to all teachers, staff and administration at Kyrene del Pueblo.
Section 2. Dues
A. Membership dues are required to become a voting member of PTO.
B. A reasonable and acceptable fee shall be voted on by the Executive Committee at the start of each school year.
C. Membership dues shall be waived for any person/persons within the Pueblo Community that would otherwise be unable to participate. A written request must be submitted to the president and shall be kept confidential. Information regarding this request and the grant thereof shall be kept between the Principal, PTO President, and PTO Accounting Treasurer. These requests shall be kept on file for no more than one year.
D. Teachers, staff and administration at Kyrene del Pueblo need not pay dues to become members of the PTO. They will receive all voting rights and any additional privileges shown to paying members.
ARTICLE V: PTO BOARD
Section 1. Board Positions
A. The Board of the PTO shall consist of the following officers; President, Vice-President of In-School Support, Vice-President of Communications, Vice-President of Fundraising, Secretary, Accounting Treasurer and Banking Treasurer.
B. Pairs of individuals may run jointly for election and serve as co-officers for any offices. There shall be no more than two individuals serving in the capacity of President and Vice Presidents.
C. Creation of additional Offices shall be treated as an amendment to these bylaws.
Section 2. Eligibility to Serve as Officer
A. Each officer shall be a member of the Pueblo PTO.
B. No member shall be eligible to hold more than one office at a time.
C. To serve as an officer, one must be related to (or be the legal guardian of) a student currently enrolled at Pueblo.
D. No member shall serve more than two consecutive terms in the same office.
Section 3. Election of Officers
A. Officers shall be elected annually at the April PTO General Meeting to serve during the following school year.
B. Officers shall serve for a term of one year from July 1st through June 30th of the following year.
C. A transitioning process shall take place following the election in April through June 30th. The incoming board shall have the opportunity to meet with administration to begin planning for the upcoming year following the May General PTO meeting.
D. The election process shall be defined by the Executive Committee and will generally include a process for nominations, brief speeches by candidates, open discussion, and a method of balloting.
E. Only those persons who have signified their consent to serve, if elected, shall be nominated for or elected to such office.
F. Elections shall be by plurality of votes cast. Members must be present to cast their vote.
Section 4. General Responsibilities of Officers
A. Each officer will be expected to demonstrate a strong commitment to the time and energy required to properly serve the PTO, including attendance at PTO General and Executive Committee Meetings.
B. Each officer will be expected to actively cooperate in the transition between school years from one set of officers to the next.
Section 5. Resignation
Any Officer may resign at any time by giving written notice to the Executive Committee. Acceptance of a resignation is not necessary to make it effective. Resignations shall take effect upon the latter of the following: the Executive Committee’s receipt of written notice of resignation or such date as may be indicated in the notice.
Section 6. Removal
The Executive Committee may recommend any Officer for removal if it deems removal to be in the best interests of the PTO. Such a recommendation requires a two-thirds vote of the Executive Committee members then in office and may occur at any meeting of the Executive Committee for which written notice of intent to remove an Officer is given at least fourteen days in advance. Any such recommendation will be submitted to the PTO membership for approval by vote at the next General Meeting.
Section 7. Vacancies
A. In the event of a temporary absence of the President, the succession of authority shall go as follows: Vice President of In-School Support, a Vice President of Communications, a Vice President of Fundraising, Secretary, Accounting Treasurer, then Banking Treasurer. If a Co-Officer position is being held, that position would take precedence.
B. In the event of a permanent absence of the President, the Co-President (if applicable) becomes the sole President. If the Co-President position is not being utilized, the Vice President of In-School Support would then assume the Presidency.
C. In the event of permanent absence of any other Officer, the Executive Committee shall recommend an interim replacement Officer by a majority vote at a meeting for which written notice of intent to fill a vacancy is given fourteen days in advance. Any such recommendation will be submitted to the PTO membership for approval by a majority vote at the next General meeting.
ARTICLE V: DUTIES OF PTO BOARD
Elected officers to the PTO Board listed in order of succession.
Section 1. President
The President shall set the agenda and preside at all meetings of the Executive Committee and of the general membership; coordinate the work of the Officers and Committees; plan the annual PTO budget with the Treasurers; sign contracts properly entered into by the PTO; and other duties assigned by the Executive Committee. The president shall be a member ex-officio of all committees.
Section 2. Vice Presidents
Vice-President of In-School Support: Communicates with teachers and staff to determine needs, oversees enrichment programs (e.g. AC Lab Tutoring) and staff support programs (e.g. Hospitality).
Vice-President of Communications: Facilitates communication between the Officers and parents, staff and administrators, oversees production/maintenance of the PTO newsletter, website, and emails.
Vice-President of Fundraising: Manages the coordination of the PTO’s fundraising activities to include but not limited to the Fall Carnival, No-Cost Fundraising, Restaurant Nights and Ice Skating Parties.
Section 3. Secretary
The Secretary shall take notes at all PTO General and Executive Committee meetings, distribute them to the Executive Committee members at least one week prior to the next meeting, at which point the minutes are to be posted on the website. The Secretary shall always keep a copy of the PTO Bylaws available for reference at each meeting. He/she will also be responsible for other duties as assigned by the Executive Committee.
Section 4. Accounting Treasurer
The Accounting Treasurer will prepare a financial plan of income and expenses based on a proposed PTO budget, and maintain financial records. The Accounting Treasurer shall present a financial statement at every meeting of the PTO and at other times when requested by the Executive Committee and shall make a full report at the meeting at which new officers officially assume their duties.
Section 5. Banking Treasurer
The Banking Treasurer shall have custody of all of the funds of the organization and shall keep a full and accurate account of receipts and expenditures. In accordance with the budget adopted by the organization, shall make disbursements as authorized by the President, Executive Committee or organization.
ARTICLE VI: EXECUTIVE COMMITTEE
Section 1. Purpose
It shall be the duty and purpose of the Executive Committee to provide direction for the PTO and determine a plan to best utilize the talents and resources of its members for the benefit of our school.
Section 2. Members
The Executive Committee shall consist of the elected officers of the organization, the Volunteer Coordinator, the Membership Coordinator, Parent Superintendent Council Representative, a Site Council Representative, the principal of the school and/or a principal-appointed representative of the school and the chairpersons of standing committees.
Executive Committee members should try to attend all scheduled Executive Committee meetings, and General PTO meetings.
Section 3. Duties of Executive Committee Members
Executive Committee Members shall perform the following duties as well as any other tasks deemed appropriate by the Executive Committee.
PTO Officers: The duties of the PTO Officers shall remain the same as dictated in ARTICLE V, as well as any additional duties requested by the Executive Committee.
Membership & Volunteer Coordinator: Collaborates with committee chairs to determine needs and coordinates recruitment of volunteers. Helps to find nominees to fill Board positions and shall maintain all membership forms and keep all information current. He/she will be responsible for updating all PTO distribution, committee and volunteer lists as needed.
Parent Superintendent Council Representative/s: Attend monthly Parent’s Superintendent Council meeting, present the board and General PTO with synopsis of meetings. One PSC representative shall sit on the Executive Committee.
Site Council Representative: Attend Site Council meetings as scheduled and serve as a liaison between the Site Council and Pueblo’s PTO. Present the Executive Committee with a synopsis of the Site Council meetings and find ways that we can work together to help our school. One Site Council Representative shall sit on the Executive Committee.
Pueblo Principal: The Principal shall serve as an advisor on the PTO Executive Committee. When appropriate, the principal can appoint a representative of the school to serve in this capacity.
ARTICLE VII: FINANCIAL OBLIGATION
Section 1. PTO Budget
The President and Treasurer will create the proposed PTO budget for the upcoming school year. It will be reviewed and recommended for approval by the Executive Committee and submitted to the general membership for vote and approval in May. This approved budget will be the PTO operating budget for the following school year.
Section 2. Spending Criterion
A. The PTO policy regarding spending is that Kyrene del Pueblo PTO funds are to be used for the benefit of Pueblo students and the Pueblo community. Funds will be distributed in an equitable and fair manner, based on identified needs of the Kyrene del Pueblo community.
B. Requested funds must meet at least one of the following criteria:
1. Projects, programs, or items that present the opportunity to directly benefit a significant portion of the student population.
2. Projects, programs, or items previously funded by the school or district, but eliminated due to a budget shortfall.
3. Funding for supplies and expenses related to the normal functioning of the PTO.
C. All requests for PTO funds not included in the annual budget shall be submitted in writing to the PTO Executive Committee for consideration using the appointed Request Form.
Section 3. Modifications
A. The Executive Committee may modify any line item within the approved budget by up to 10% and may use any freed up funds toward other line items within the budget provided that the new expenditures conform to the purposes expressed in Article VII, Section 2 of the Bylaws. Any line item change exceeding 10% shall be brought to the general membership for prior approval before expenditure is made.
B. Should the Executive Committee wish to authorize expenditure on items not included in the approved budget but falling within the purpose of these bylaws, the Executive Committee will present any such proposed expenditure to the general membership for approval before expenditure is made.
Section 4. Financial Controls
A. The President, Banking and Accounting Treasurers shall be signatories on the bank account of the PTO.
B. Reimbursements for any expenses will be considered only after a “Reimbursement Form” has been completed and submitted with any pertinent receipts to the Treasurer.
C. Requests for reimbursement must be submitted within 30 days of the expenditure.
D. All checks or vouchers shall be signed by a Treasurer or President.
E. No contractual arrangement may be entered into for a term in excess of one year.
F. PTO requests should be made in advance of purchase when possible. Any requests in excess of $500 must be approved by the vote of the Executive Committee, and include two signatures.
G. Under no circumstances shall a check be issued to the same individual who endorses it. If a check must be written to one of the treasurers or president, it must be signed by a different individual with the appropriate authority.
Section 5. Corporate Loans, Guarantees and Advances
The PTO shall not make any personal loan to or guarantee the obligations of any Officer or member.
Section 6. No Benefit to any Member or Individual
No part of the income of the PTO shall be paid or distributed to any Officer or other PTO member, individual, or to any private person, except that the PTO shall be authorized to pay reasonable compensation for services rendered, or items purchased and to make payments for budgeted items.
Section 7. Fiscal Year
The Fiscal Year of the PTO shall begin July 1 and end June 30th of the following year.
Section 8. “Teacher Account”
The PTO will maintain a separate bank account for the sole purpose of collecting and distributing monies used for a specific event, team, organization or program. This account is only to be used as a sweep account for the purposes listed above and must be spent by the specified event, team, organization or program by the end of the fiscal year unless approved by the Executive Committee.
ARTICLE VIII: GENERAL PTO MEETINGS
Section 1. Meeting Schedule
A. General Meetings of the PTO shall be held monthly, unless otherwise decided by the Executive Committee. Dates and times of these meetings will be set by the Executive Committee on or before its first meeting of the year and published to the general membership. Every effort should be made to adhere to this designated meeting schedule. If a change must be made, an appropriate amount of notice must be given of a change in meeting dates or times. Each meeting agenda shall be set by the President and should include reasonable time for open items to be brought by any member.
B. Special Meetings of the PTO may be called by the President or by a majority of the Executive Committee members with fourteen days notice of the specific purpose of the meeting.
Section 2. Business of Meetings
A. Approval of the annual budget.
B. Election of Officers.
C. Consideration of periodic reports and recommendations from the Executive Committee and from Committees as appropriate.
D. Referral of issues to the Executive Committee for consideration and resolution. The status or resolution of any such issue recommended for referral by a majority vote shall be reported back at the first General Meeting following the next Executive Committee meeting.
E. Other business or activities deemed appropriate to the purposes of the PTO.
Section 3. Quorum
A. The members present shall constitute a quorum for the transaction of business in any meeting of the PTO general membership.
B. Decisions will be approved by majority vote of a quorum unless otherwise specified in these bylaws. Voting will be by show of hands unless decided otherwise.
C. In the event of a tie vote, the vote of the President shall be discounted.
ARTICLE IX: COMMITTEES
Section 1. Membership
Any Pueblo parent, family or community member shall be eligible to serve as members or chairperson of any PTO Committee.
Section 2. Business of Committees
A. The Executive committee may create such Committees as it deems necessary to promote the objectives of and carry on the work on behalf of the PTO.
B. The Chairperson of each committee shall present a plan of work to the appointed Executive Committee representative. This representative will present the plan to the Executive Committee for review. The Committee Chairperson may also present the plan to the Executive Committee if deemed appropriate.
C. Committees shall work to complete the task assigned to the very best of their abilities, utilizing the talents and abilities of the Pueblo community.
D. Chairpersons should eagerly engage as many volunteers as possible and work closely with committee members under their jurisdiction.
E. Decisions should be made within the committee and brought to the Executive Committee for approval.
F. Financial needs that exceed the budgeted amount must be approved at a General PTO Meeting per Article VII, Section 3.
G. When a Chairperson fails to fulfill his/her responsibilities as prescribed in these bylaws or standing rules or engages in conduct injurious to this organization or its purpose, the Executive Committee will declare the chairmanship vacant.
H. Upon the expiration of the term of office, or in case of resignation or termination, each chairperson shall turn over to the President, without delay, all records, books and other material pertaining to the chairmanship, and shall return to the treasurer, without delay, all funds belonging to this organization.
I. The President shall be a member, ex-officio, of all Committees.
ARTICLE X: PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the PTO in all cases to which they are applicable and in which they are not inconsistent with these bylaws and or with special rules of order the PTO may adopt.
ARTICLE XI: DISSOLUTION
The PTO may dissolve and finalize its affairs in the following manner:
Section 1. Initiating Dissolution
A. The Executive Committee may adopt a resolution recommending that the PTO be dissolved by a two-thirds vote of the members of the Executive Committee.
B. Written notice stating that the purpose of such meeting is to consider the advisability of dissolving the PTO shall be given at least 30 days in advance.
C. The resolution for dissolution shall be submitted to a vote at a meeting of the PTO membership. Written notice stating that the purpose of such meeting is to consider the advisability of dissolving the PTO shall be given at least thirty days in advance.
D. Only those persons who were members of the PTO on the date of adoption of the resolution by the Executive Committee and who continue to be members on the date of the meeting shall be entitled to vote on the question of dissolution. The resolution shall be approved by a majority vote of a quorum of the general membership.
Section 2. Upon Dissolution
Upon dissolution of the PTO and after paying or adequately providing for debts and obligations, the remaining assets shall be distributed to one or more non-profit funds, foundations, or organizations that have established their tax exempt status under Section 501 c (3) of the Internal Revenue Code. The Executive Committee shall recommend the specific disposition of remaining assets.
ARTICLE XI: AMENDMENTS
Section 1. Amending the Bylaws
The Bylaws of the organization known as “Kyrene del Pueblo Parent Teacher Organization” PTO may be amended at any general meeting of this organization by a two-thirds vote of the members present, provided that notice of the amendment has been given at the previous meeting.
Section 2. Revising the Bylaws
A committee may be appointed to submit a revised set of bylaws as a substitute for the existing bylaws by a majority vote by the member present at a general meeting of this organization. The requirements for adoption of a revised set of bylaws shall be the same in the case of amendment.
