PTO Bylaws

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Annie Fisher STEM School

PTO Bylaws

Article I: Name

The name of this organization is the Annie Fisher STEM Parents and Teachers Organization (PTO).

Article II: Purpose:

The purpose of the PTO is to develop a closer partnership between the home and school. The corporation is organized for the purpose of supporting the education of children at Annie Fisher STEM Magnet School by fostering relationships among the school, parents, and teachers. Through the efforts of the PTO parents and teachers can work together to enhance the mental, physical and social education of each child.

Article III: Policies

  1. This PTO is non-profit, non-partisan, and non-sectarian.
  2. The purpose of this PTO is educational, informative and objective
  3. This organization cannot attempt to direct the technical function or operational policies of the school.
  4. Notwithstanding any other provision of these articles, the organization is organized exclusively for education purposes and shall not carry on any activities not permitted to be carried on by an organization exempt from Federal Income Tax under section 501(c) (3) of the Internal Revenue Code of 1954.

No part of the net earnings of the organization shall be used to the benefit of any members, officers of the organization, or any private individual (except that reasonable compensation may be paid for services rendered to or for the organization), and no member or officer shall be entitled to share in the distribution of any organization’s assets upon the dissolution of the organization.

No substantial part of the activities of the organization shall be carrying on propaganda, or otherwise attempting to influence legislation (except otherwise provided by Internal Revenue Code section 501 (h), or participating in, or intervening in (including the publication or distribution of statements), any political campaign on behalf of any candidate for public office. Upon dissolution of this 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 IV: Membership

All parents, guardians or teachers of children attending Annie Fisher STEM School may become active members.

  1. To become an active member, parents and teachers must pay the annual dues as established by the organization.
  2. Members of the Annie Fisher STEM School PTO can contribute directly to the education of their children by participation in decisions concerning PTO sponsored events, voting in PTO elections or any matter requiring a majority decision.

Article V: Elections

A. The nominating committee consists of three members: one non-officer, one committee chairperson, and one general member.

  1. The President will ask for volunteers at the April general meeting.
  2. Nominating committee members will be randomly selected at the general April meeting.
  3. If less than three (3) people volunteer for the nominating committee, then additional members will be randomly chosen from volunteers.

B. The nominating committee members will immediately publicize a request for candidates for each PTO office in the next issue of the school newsletter or other school publication.

  1. The nominating committee will verify the authenticity of each name submitted as to eligibility and willingness to serve.
  2. If no names are received for an office, the nominating committee will issue a second request for that position.

C. If there is more than one candidate for an office, the nominating committee will send a written ballot to each PTO member at the May meeting.

  1. The ballots will be kept confidential
  2. The votes will be counted by the three members of the nominating committee at the end of the meeting.
  3. The nominating committee will notify each candidate about the election results. Whoever receives the majority of votes will be the elected officer.

Article VI: Officers

  1. The offices of the PTO are the president, the vice president, the secretary and the treasurer. These offices will be collectively referred to the Executive Board. Any of these offices may be shared by two persons.
  2. The past president may remain on the Executive Board as an advisor for one year after his/her term expires
  3. An officer may not hold the same office for more than two consecutive terms. A term is from the time of the election or appointment to the installation of new officers. (An exception to this is when an office is vacated and a new person takes the position after the nomination committee has been selected. This time will not be counted as a full term.
  4. If no person comes forward to fill an office, the office may still be held by the officer who has served the past 2 consecutive years, if the officer so desires. This will be a 1 year term. If the same situation arises in the next year following the extended term, the decision will be at the discretion of the nominating committee.
  5. A vacancy occurring in an office – other than that of the president-is filled by the majority vote of the Executive Board. The vice-president automatically becomes president.
  6. Office term limits are 2 years.

Article VII: Duties of the Officers

The officers are requested to attend monthly general meetings as well as scheduled Executive Board meetings in order to plan and oversee the activities of the PTO. In the event an officer cannot attend a meeting, it is the duty of that officer to make necessary arrangements for his/her duties to be fulfilled at the meeting.

A. The President will:

1. Preside at all meetings of the organization and of the Executive Board, using Robert’s Rules of Law, revised.

  1. Be an ex-officio member of all committee except the nominating committee.
  2. Seek suggestions from other officers, principals, parents and teachers regarding PTO activities.
  3. Contact the other officers regarding any decisions that require immediate attention.
  4. Consult with the principal on all matters pertaining to PTO business.
  5. Maintain records and correspondence pursuant to the efficient running of the PTO. These records shall be kept for 3 years including the present year of office and passed on to each new president.
  6. With the input from the vice president, prepare agendas for all general and Executive Board meetings.

B. The Vice President will:

  1. Preside in the absence of the president.
  2. Serve as an aid to the president
  3. Be an ex-officio member of all committees, except the nomination committee
  4. Keep an on-going master activity file for each committee to be given to each future vice president and copies given to each committee chair.
  5. Assist the president in preparing agendas for all general and Executive Board meetings.
  6. Maintain communications with all committee chairpersons to ensure that all activities are conducted in harmony with these By-laws and that the reputation of Annie Fisher STEM School is upheld with dignity.
  7. Name committee chairpersons and compose committees based on who volunteers on the committee sign-up sheets.
  8. Deliver committee reports if the chairperson or another member of the committee is unable to attend a meeting.

C. The Secretary will:

  1. Maintain the records of all general and Executive Board

Meetings then forward copies of the minutes to each officer and the principal. These minutes should also be posted on any applicable website as well as distributed to the general membership.

  1. Keep attendance at monthly meetings.
  2. Handle all correspondence
  3. Prepare an annual report, due at the end of the program year.
  4. Coordinate and be responsible for acknowledgement of special recognition duties
  5. Verify membership status of all persons voting on PTO matters.

D. The Treasurer will:

  1. Receive all moneys of the organization.
  2. Keep an accurate record of receipts and expenditures and provide a current monthly report for officers and principal. These financial records should be kept for seven (7) years.
  3. Pay out local funds as authorized by the organization.
  4. Make an Annual Report at the end of each fiscal year, which is June 30th. It is to be read and approved at the first general meeting of the new school year. Copies of the report will be given to the principal and officers and posted on any applicable website.

Article VIII. Executive Board

A. This board consists of the elected officers.

  1. The Executive Board is responsible for over-seeing the overall direction of the PTO with regard to educational enhancement programs, family events, and fundraisers designed to purchase items to enhance the education of students at Annie Fisher STEM School.
  2. The president and/or principal may call a special meeting of the Executive Board at any time.

Article IX: Committees

  1. Chairpersons of committee are chosen from volunteers.
  2. Chairpersons are requested to attend monthly meetings, so that they may vote on activities and expenditures of the PTO. Or to send a member of the committee with knowledge of the committee’s activities, to act instead.
  3. Chairpersons will plan their activity with their members and present their project to the PTO general meeting for approval at least one month before the event. A written report is to be submitted to the vice president for the activity file. As soon as all activities of a committee are completed for the school year.
  4. All chairpersons and committee members must be financial members of the PTO.
  5. Committee descriptions and operational guidelines shall be determined by the vice president and approved by the Executive Board.
  6. Committee chairpersons, as well as the Executive Board, have the authority to collect and disburse funds.

Article X: Meetings

  1. All general meetings shall be held at Annie Fisher STEM on a monthly basis during the school year. General meetings are open to all interested parties.
  2. The Executive Board shall meet monthly or at the discretion of the president or principal, either of whom may call an Executive Board meeting.

Article XI: Quorum

A. A quorum is established when a majority of the Executive Board plus the majority of the present, financial general members. A quorum is necessary for any vote. In the case of a tie, Roberts Rules of Law, Revised prevail.

Article XII: Budget

  1. The budget shall be established by the Executive Board at a meeting in the August preceding the school year for which the budget will be used.
  2. Previous committee reports and suggestions will be used to determine dollar amounts allocated to various committees.
  3. All fundraisers will have a specific goal in place before beginning. The goal must be approved by the PTO before any fundraising begins.
  4. All checks issued by the PTO shall be jointly signed by the Treasurer and the President (or Co-President, if applicable).

Article XIII: Conflict of Interest Policy

Section 1 Purpose. The purpose of the Conflict of Interest Policy is to protect this tax-exempt organization’s interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the organization or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.

Section 2.Definitions.

  1. Interested Person. Any director, principal officer, or member of a committee with governing board-delegated powers who has a direct or indirect financial interest, as defined below, is an interested person.
  2. Financial Interest. A person has a financial interest if the person has, directly or indirectly, through business, investment, or family:
    1. An ownership or investment interest in any entity with which the organization has a transaction or arrangement;
    2. A compensation arrangement with the organization or with any entity or individual with which the organization has a transaction or arrangement; or
    3. A potential ownership or investment interest in,or compensation arrangement with, any entity or individual with which the organization is negotiating a transaction or arrangement. “Compensation” includes direct and indirect remuneration as well as gifts or favors that are not insubstantial.

A financial interest is not necessarily a conflict of interest. Under Section 3b, a person who has a financial interest may have a conflict of interest only if the appropriate governing board or committee decides that a conflict of interest exists.

Section 3. Procedures.

a. Duty To Disclose. In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the directors and members of committees with governing board-delegated powers who are considering the proposed transaction or arrangement.

b. Determining Whether a Conflict of Interest Exists. After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining board or committee members shall decide whether a conflict of interest exists.

c. Procedures for Addressing the Conflict of Interest.

  1. An interested person may make a presentation at the governing board or committee meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest.

ii. The chairperson of the governing board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.

  1. After exercising due diligence, the governing board or committee shall determine whether the organization can obtain, with reasonable efforts, a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.

iv. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the governing board or committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in the organization’s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination, it shall make its decision as to whether to enter into the transaction or arrangement.

d. Violations of the Conflict of Interest Policy.

i. If the governing board or committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.

ii. If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the governing board or committee determines that the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.

Section 4. Records of Proceedings. The minutes of the governing board and all committees with board delegated powers shall contain:

a. The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest; the nature of the financial interest; any action taken to determine whether a conflict of interest was present; and the governing board’s or committee’s decision as to whether a conflict of interest in fact existed.

b. The names of the persons who were present for discussions and votes relating to the transaction or arrangement; the content of the discussion; including any alternatives to the proposed transaction or arrangement; and a record of any votes taken in connection with the proceedings.

Section 5. Compensation.

a. A voting member of the governing board who receives compensation, directly or indirectly, from the organization for services is precluded from voting on matters pertaining to that member’s compensation.

b. A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the organization for services is precluded from voting on matters pertaining to that member’s compensation.

c. No voting member of the governing board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the organization, either individually or collectively, is prohibited from providing information to any committee regarding compensation.

Section 6. Annual Statements. Each director, principal officer, and member of a committee with governing board-delegated powers shall annually sign a statement which affirms that such person:

  • Has received a copy of the conflict of interest policy;
  • Has read and understood the policy;
  • Has agreed to comply with the policy; and
  • Understands that the organization is charitable and that in order to maintain its federal tax exempt status it must engage primarily in activities which accomplish one or more of its tax-exempt purposes.

Section 7. Periodic Reviews. To ensure that the organization operates in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects:

  1. Whether compensation arrangements and benefits are reasonable, are based on
    competent survey information, and are the result of arm’s length bargaining.
  2. Whether partnerships, joint ventures, and arrangements with management organizations conform to the organization’s written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes, and do not

result in inurement, impermissible private benefit, or an excess benefit transaction.

Section 8. Use of Outside Experts. When conducting the periodic reviews as provided for in Section 7, the organization may, but need not, use outside advisers. If outside experts are used, their use shall not relieve the governing board of its responsibility for ensuring that periodic reviews are conducted.

Article XIV: Amendments

These By-Laws may be amended at any monthly meeting of the organization by a two-thirds vote of the members present, provided that notice of the proposed amendment has been published for the general membership thirty (30) days prior to the vote.

Annie Fisher STEM PTO Bylaws 11/10/2010

rev. 9/18/2012