Our By Laws

The By-Laws of the 

Harambe Parent Teacher Organization (PTO) 

A Not-for-Profit Organization 

ARTICLE l: NAME, DESCRIPTION, & PURPOSE 

Section 1: NAME - This organization shall be known as Harambee Parent Teacher Organization (PTO) and hereinafter referred to in these By-Laws as the "PTO." The PTO is located at 30 County Road B East, Maplewood MN 55117. 

Section 2: DESCRIPTION – The PTO is a nonprofit organization that exists for charitable, educational, and scientific purposes, including the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code. 

Section 3: PURPOSE – To support the education of the students at Harambee by fostering relationships between the school, parents, and teachers. 

ARTICLE II: MEMBERSHIP & DUES 

Section 1: MEMBERS – Membership in this organization shall be open to all individuals subscribing to the above purposes and connected to a student currently attending Harambee Elementary School. 

Section 3: DUES – Annual dues, if any, shall be determined by the membership at the annual meeting in May. 

ARTICLE III: OFFICERS 

Section 1: EXECUTIVE BOARD – The Executive Board shall consist of the following officers: President, Vice President, Secretary and/or Treasurer. Officer positions can be shared.  

Section 2: DUTIES 

Executive Board: Develop the PTO’s annual budget, establish and oversee committees to conduct the work of the PTO, establish fundraising programs, and approve by majority vote of the Board unbudgeted expenditures of no more than $400. 

President: The President shall preside over general PTO meetings and Executive Board meetings, serve as the official representative of the PTO, and retain all official records of the PTO.  

Vice President: The Vice President shall assist the President and carry out the President’s duties in their absence or inability to serve. The Vice President shall also oversee the committees of this organization. 

Secretary: The Secretary shall keep all records of the organization, take and record meeting minutes, prepare the agenda, handle correspondence, and send notices of meetings to the membership. The secretary also keeps a copy of the minutes book, bylaws, rules, and membership lists. Manage communications and marketing for the PTO, including but not limited to PTO newsletters, email broadcasts, website, bulletin boards, Facebook, Instagram, etc. 

Treasurer: The Treasurer shall receive all funds of the organization, keep an accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the executive board. They shall present a financial statement at every meeting and at other times of the year when requested by the executive board and make a full report at the end of the fiscal year. 

Section 3: ELIGIBILITY – Any PTO member in good standing may become an officer of the PTO. 

Section 4: NOMINATIONS AND ELECTIONS – Elections will be held at the Annual Meeting. Nominations may be made by a nomination committee or from the floor. Voting shall be by voice vote if a quorum is presented. If more than one person is running for an office, a ballot vote shall be taken.  

Section 5: TERM OF OFFICE – The term of the office for all officers is one year, with the option of serving more than one term, if so elected, beginning July 1st and ending June 30th of the following year. 

Section 6: REMOVAL – An officer can be removed from their position for failure to fulfill their duties, or without cause by a two-thirds vote of those present (assuming a quorum) at any meeting where previous notice has been given.   

Section 7: VACANCY – If there is a vacancy in the office of President, the Vice President will become the President. At the next regularly scheduled meeting, a new Vice President will be elected. If there is a vacancy in any other office, the President shall appoint a PTO member to fill the vacancy for the remainder of the officer’s term.  

ARTICLE IV: MEETINGS 

Section 1: BOARD MEETINGS – The Executive Board shall meet at least quarterly or more as determined by the board. The board meetings are open to all members but only the Executive Board members can vote at these meetings. 

Section 2: REGULAR MEETINGS – General membership meetings shall be held to conduct the business of the PTO. The meetings shall be held monthly during the school year or at the discretion of the Executive Board. 

Section 3: SPECIAL MEETINGS – Special meetings may be called by the President, any two members of the Executive Board, or five general members submitting a written request to the Secretary. Advance notice of the special meeting shall be sent to the members at least 10 days prior to the meeting. 

Section 4: ANNUAL MEETING – The annual meeting will be held at the May regular meeting. The annual meeting is for receiving reports, electing officers, and conducting other business that should arise. 

Section 5: QUORUM – A quorum shall be a majority of those present at any meeting when at least 3 members are in attendance, including one board member. 

Section 6: NOTIFICATION OF MEETINGS – The Secretary will notify the members of the meetings at least one week prior to the meeting. 

Section 7: VOTING – Each member in attendance at a PTO meeting is eligible to vote, one vote per household. Absentee and proxy votes are not allowed. 

ARTICLE V: COMMITTEES 

Section 1: MEMBERSHIP – Committees may consist of general members and board members, with the President acting as an ex officio member of all committees. 

Section 2: STANDING COMMITTEES – The following committees may be held by organization: Fundraising, Membership, Communications, Family Events, and Audit. 

Section 3: ADDITIONAL COMMITTEES – The board may appoint additional committees as needed. 

ARTICLE VI: FINANCES 

Section 1: FISCAL YEAR – The fiscal year of the PTO begins July 1st and ends on June 30th of the following year. 

Section 2: BANKING – All funds shall be kept in a checking account in the name of Harambee PTO requiring two signatures of the Executive Board and held at a local financial institution.  

Section 3: REPORTING – All financial activity shall be recorded in a computer-based or manual accounting system. The Treasurer shall reconcile the account(s) monthly and report all financial activity monthly. The PTO shall arrange an independent review of its financial records each year. 

Section 4: ENDING BALANCE – The organization shall leave a minimum of $1000 in the treasury at the end of the 12-month fiscal year. 

Section 5: CONTRACTS – Authority to sign contracts is limited to the President or the President’s designee. 

ARTICLE VII AMENDMENTS 

Amendments to the bylaws may be proposed by any PTO member. The bylaws may be amended at any regular meeting of the PTO by two-thirds vote of the members present. Notice of the proposed amendment shall be delivered to all members at least two weeks before said meeting. 

ARTICLE VIII DISSOLUTION 

In the event of dissolution of the PTO, any remaining funds shall be used to pay any outstanding bills and, with the membership’s approval, donated to Harambee Elementary School. 

ARTICLE IX PARLIAMENTARY AUTHORITY 

Robert’s Rules of Order Newly Revised shall govern meetings when they are not in conflict with the organization’s bylaws or any other special/standing rules. 

 These bylaws were adopted on Oct 16th, 2025