PTO Bylaws

ARTICLE I – NAME, DESCRIPTION & PURPOSE

Section 1: NAME – The name of the organization shall be Kaimuki Middle School Parent Teacher Organization (hereinafter referred to as “KMS PTO”). The KMS PTO is located at Kaimuki Middle School on 631 18th Avenue, Honolulu, Hawaii 96816.

Section 2: DESCRIPTION – The organization is organized exclusively for the charitable, educational, literary, and scientific purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code (hereinafter referred to as “Internal Revenue Code”).

Section 3: PURPOSE – The purpose of the KMS PTO is:

1. To promote the welfare of children and youth in home, school, and community;

2. To provide financial assistance where needs are identified within the school;

3. To support the mission and vision of the school and school district, and;

4. To encourage parents to assist with various school activities, functions, and services. 

ARTICLE II – MEMBERSHIP

Section 1:  Membership shall be automatically granted to all parents and guardians of Kaimuki Middle School students, community members, and staff at Kaimuki Middle School.  There are no membership dues.

ARTICLE III – BOARD

Section 1: BOARD– The Board shall consist of the officers of the organization, the standing committee chairs, the School Principal, or his/her designee, and a Teacher Representative. The chairs of the standing committees shall be selected by the officers of the organization. 

The Board shall be responsible for electing the following officers:  President, Vice President, Recording Secretary, Communications Secretary, and Treasurer.  Officer positions can be shared.  The School Principal, or his/her designee, and one Teacher Representative are voting members of the Board.

Section 2:  DUTIES – Develop the PTO’s annual budget, establish committees to conduct the work of the PTO, establish fundraising programs, select an auditor or an auditing committee to audit the treasurer’s accounts

Section 3:  BOARD MEETINGS – The Board shall meet monthly during the school year, or at the discretion of the officers.

Section 4:  REMOVAL – A Board member can be removed from office for failure to fulfill his/her duties, after reasonable notice, by a majority vote of the Board.

Section 5:  VACANCY – If a vacancy occurs on the Board, a PTO member elected by a majority vote of the Board shall fill the vacancy.  A vacancy occurring in the office of president shall be filled for the remainder of the unexpired term by the vice president. 

ARTICLE IV – OFFICERS

Section 1:  DUTIES –

President – Preside and prepare agenda for General PTO meetings and Board meetings, serve as the official representative of the PTO, and retain all official records of the PTO.

Vice President – Assist the President and chair meetings in the absence of the President.

Recording Secretary – Record and distribute minutes of all approved Board meetings and all General PTO meetings, and hold historical records for the PTO. 

Communications Secretary – Manage communications and marketing for the PTO including, but not limited to PTO newsletters, email broadcasts, website, bulletin boards, etc.

Treasurer – Serve as custodian of the PTO’s finances, pay authorized expenses, report financial activity every month, prepare year-end financial report, facilitate an annual audit, hold all financial records, and be responsible for preparing and filing IRS Form 990 or other return for the year(s) that he/she maintained the financial records, in order to satisfy Internal Revenue Service filing requirements in accordance with Article I, Section 2.

Section 2:  QUALIFICATIONS – Any PTO member may become an officer of the PTO. 

Section 3:  TERM OF OFFICE – Officers shall assume their official duties on July 1 and shall serve 1 year or until their successors are elected. 

Section 4:  REMOVAL – An officer can be removed from office for failure to fulfill his/her duties, after reasonable notice, by a majority vote of the Board.

ARTICLE V – MEETINGS

Section 1:  PTO BOARD MEETINGS – PTO Board meetings shall be held to conduct the business of the PTO.  Meetings shall be held monthly during the school year or at the discretion of the officers. 

Section 2: VOTING – Each Board member in attendance at the PTO Board meetings is eligible to vote.  The School Principal, or his/her designee, and one Teacher Representative are allowed one vote each. Absentee or proxy votes are not allowed.

Section 3 – QUORUM – At all meetings of the Board, a majority of the members of the Board shall constitute a quorum for the transaction of business. 

ARTICLE VI – FINANCIAL POLICIES

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

Section 2: BANKING – All funds shall be kept in a checking account in the name of Kaimuki Middle School PTO, requiring two signatures of the officers and held at a local financial institution.

Section 3: REPORTING – All financial activity shall be recorded in a manual or computer-based 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: CONTRACTS – Contract signing authority is limited to the President or the President’s designee.

ARTICLE VII – BYLAW AMENDMENTS

Amendments to the bylaws may be proposed by any PTO Board member.  Amendments presented at a PTO Board meeting shall be considered for voting.  2/3 approval of all Board members present and voting is required to adopt an amendment to the Bylaws.  

ARTICLE VIII – DISSOLUTION

In the event of dissolution of the PTO, any funds remaining shall be donated to Kaimuki Middle School.

ARTICLE IX – PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern all meetings.

These bylaws were adopted on August 12, 2019.