Bylaws

Article I –Name

The name of the organization shall be the Yellow Medicine East Parent Teacher Organization. To be known as the YME PTO throughout the Bylaws.

Article II -Purpose

The purpose of the organization shall be to provide additional support for a positive, diverse, and meaningful educational experience while promoting a safe and nurturing learning environment. To support and encourage parental and teacher involvement through communication and volunteer opportunities.

Article III -Members

Section 1. All parents and/or legal guardians of students currently attending YME and all current faculty and staff of YME.

Article IV - Officers and Elections

Section 1. Officers. The organization will operate with no less than the following officer positions: President, Treasurer, and Secretary. At the time of annual officer elections, a Vice President position may be considered, and is encouraged.

1. President/Co-President. The president shall preside over meetings of the organization and executive board, serve as the primary contact for the principal, represent the organization at meetings outside the organization, serve as an ex officio member of all committees except the nominating committee, and coordinate the work of all the officers and committees so that the purpose of the organization is served. If there are Co-Presidents, one shall be designated by mutual agreement as primary contact for the principal and/or administration.
2. Vice President. The vice president shall assist the president and carry out the president's duties in his or her absence or inability to serve. The vice president shall automatically become the President of the organization after serving one year.
3. Secretary. The secretary shall keep all records of the organization, take and record minutes, handle correspondence, and send notices of meetings to the membership. The secretary also keeps a copy of the minute's book, bylaws, rules, membership list, and any other necessary supplies, and brings them to meetings.
4. Treasurer. The treasurer shall receive all funds of the organization, keep an accurate record of receipts and expenditures, and payout funds in accordance with the approval of the executive board. He or she will 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 year.

Section 2. Eligibility. All participants are eligible for office.

Section 3. Terms of Office. Officers are elected for two (2) years and may serve no more than two (2) consecutive terms in the same office. Each person elected shall hold only one office at a time.

1. President. First year of the two year term is as the Active President, the second year is as Past President overseeing and helping the Active President.
2. Vice President. First year of the two year term is as Vice President, the second year is as Active President.
3. Treasurer. Both years are served as Treasurer
4. Secretary. Both years are served as Secretary.

Section 3.1 Amended May 4, 2009

Terms of Office. In the event no nomination is made for an officer position, the current officer, may, if they are able, continue to serve as Acting Officer, for no more than one (1) full additional year. This would bring the years served to three (3) and may not be extended.

Section 4. Vacancies.

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 no Vice President, the Secretary will become active President until such time a President can be elected or at the time of annual election of officers; whichever comes first

If there is a vacancy in any other office, members will fill the vacancy through an election at the next regular meeting

Section 5. Removal from Office.

Officers can be removed from office by a two-thirds vote of those present at a regular meeting where previous notice has been given.

Article V -Meetings

Section 1. Regular Meetings. The regular meetings of the organization shall be on the first Monday of each month during the school year at 6:00 p.m., or at a time and place determined by the executive board at least one month before the meeting. The annual meeting will be held at the April regular meeting. The annual meeting is for receiving reports, electing officers, and conducting other business that should arise.

Section 2. 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. Previous notice of the special meeting shall be sent to the members at least 10 days prior to the meeting, by flyer and e-mail or phone calls.

Section 3. Quorum. The quorum shall be 5 members of the organization.

*Revised from 7 to 5 at April 1, 2013 meeting.

Article VI -Executive Board

Section 1. Elected Officers. The Executive Board shall consist of the officers and principal.

Section 2. Duties. The duties of the Executive Board shall be to transact business between meetings in preparation for the general meeting, create standing rules and policies, create standing and temporary committees, prepare and submit a budget to the membership, approve routine bills, and prepare reports and recommendations to the membership.

Section 3. Meetings. Meetings shall be held throughout the year when deemed necessary, the time to be determined at the monthly meetings. Special meetings may be called by any two board members, with 24 hours notice.

Article VII -Committees.

Section 1. Participants. Committees may consist of any participant who notifies the organization of their desire to be on said committee and board members.

Section 2. Standing Committees. The Executive Committee may establish Standing Committees as it deems necessary and advisable. The President shall appoint the chairpersons of all Standing Committees, who shall serve as ex officio members of the Executive Committee. The chairperson of each committee shall recruit the members of his or her committee. The chair person shall report the plans and activities of the committee at the regular meetings.

Article VIII–Finances

Section 1. A tentative budget shall be drafted in the fall for each school year and presented at the first Regular Meeting. This budget shall be used to guide the activities of the Executive Committee during the year. Any substantial deviation of the budget must be approved by a majority vote of the membership.

Section 2. The treasurer shall keep accurate records of any disbursements, income, and bank account information. All deposits and/or disbursements shall be made within a maximum often (10) days from the receipt of funds and/or orders of payment.

Section 3. All proposals for funds must be presented at the regular PTO meeting. The proposals must state how the funds will be used and amount requested. The proposals will be discussed and voted on or tabled for further discussions at a specified date.

Section 4. The treasurer shall present a financial report at each Regular Meeting and prepare a financial statement at the end of the year. The Executive Committee shall have the report and accounts examined annually at the close of the year by an auditor or an informal audit committee, who, if satisfied that the Treasurer's annual report is correct, shall sign a statement of that fact at the end of the report.

Section 5. Upon the dissolution of the organization, any remaining funds should be used to pay any outstanding bills and, with the membership's approval, spent for the benefit of the school.

Section 6. The fiscal year shall coordinate with the school year.

Article IX -Parliamentary Authority

Robert's Rules of Order shall govern meetings when they are not in conflict with the organization's bylaws

Article X - Standing Rules

Standing rules may be approved by the Executive Board, and the secretary shall keep a record of the standing rules for future reference.

Article XI - Dissolution

The organization maybe dissolved with previous notice (14 calendar days) and a two thirds vote of those present at the meeting.

Article XII - Amendments

These bylaws may be altered, amended or appealed and new bylaws may be adopted by the membership at any Regular or Special Meeting. Changes will be approved by a two thirds vote of those present, assuming a quorum.

(Updated April 1, 2013 PTO Meeting)