Kaseberg Parent Teacher Club Bylaws
Revised 07/2023
ARTICLE I - NAME
The name of this organization shall be the Kaseberg Parent Teacher Club (PTC).
ARTICLE II-PURPOSE AND PHILOSOPHY
The Kaseberg Parent Teacher Club is an organization dedicated to the enrichment of Kaseberg Elementary School for the benefit of all students. Our philosophy is to provide educational enhancements, including, but not limited to, programs which benefit the majority of the student body and are not normally provided by Kaseberg Elementary School.
ARTICLE III - MEMBERS
Any parent, guardian, teacher, or school administrator may become a member. It is especially understood that participation in this organization is not, and cannot be, predicated upon race, color, sex, religion, national origin, age, handicap, gender, sexual orientation, or veteran status.
ARTICLE IV – PTC YEAR
The PTC year shall begin on July I and end on June 30 of each year with the exception of the Treasurer who transfers responsibility in August.
ARTICLE V – OFFICERS
The PTC year shall begin on July I and end on June 30 of each year with the exception of the Treasurer who transfers
I. The officers of the PTC shall be President, Vice President, Secretary and Treasurer. The Board of Directors, committee chairs and co-chairs shall constitute the Executive Board.
II. The duly elected officers of the PTC shall constitute the Board of Directors.
III. Any member is eligible to run for office. The board requires that the incoming positions to run for are Secretary or Treasurer. For a member to run for Vice President or President, it is asked that said person has at least volunteered for a Head of Committee position of a fundraising event for 2 years OR has served on the board in an entry level position for 2 years.
Exception to this rule: If there are no other nominations for Vice President and President either from past Head of Committee members or board members that have served time on the boardwanting to move up on the board, then those position(s) become vacant and open to anyone.
ARTICLE VI – DUTIES AND TERMS OF OFFICERS
I. The President shall preside at all regular and Executive Board meetings of the PTC. The President should preview any PTC materials before their distribution. All phone votes should be conducted by the President to be recorded in the minutes of the following meeting. When a phone vote is taken, ALL Executive Board members must be contacted. The President is the primary spokesperson for the PTC. The President does not have the authority to unilaterally make decisions without a vote by the Executive Board.
II. The Vice-President shall act as an aide to the President and shall perform the duties of the President in his or her absence. The Vice-President is the Chair of the Membership Committee and shall be responsible for enrolling members in the PTC and maintaining and distributing current volunteer lists.
III. The Secretary shall record and distribute minutes of all meetings of the Executive Board, including the agenda package which consists of the agenda, meeting minutes from the previous meeting and the current budget report. The Secretary shall inform all board members about Officer planned meetings.
IV. The Treasurer shall receive all monies of the PTC, shall keep an accurate record of receipts and expenditures, and shall payout funds only as authorized by the organization. The moneys are not to leave the school with anyone other than the Treasurer. The Treasurer shall present a statement of accounts at every meeting of the organization and at other times upon the request of the Executive Board, and shall make a full report at the Annual Meeting. The completed statement is required to be signed by the Treasurer and filed for future reference. The Treasurer shall reconcile the PTC bank account every month. The PTC may arrange for bonding of the Treasurer. The board asks that the Treasurer have experience
in accounting or some form of it but not required if we cannot fill that request.
V. The Principal act as an advisor to the Board on the PTC’s activities. Act as a liaison between the school district and the PTC and keep the Board informed of relevant information.
ARTICLE VII – PROFITS
No officer or member shall receive any profits or payments from the proceeds of any fund-raising activity, except for reimbursements.
ARTICLE VIII – ELECTION OF OFFICERS
I. Election - The officers of the PTC shall be elected by the parent/guardian population of students.
II. Vacancy - Any vacancy in an office shall be filled by a majority vote of the Executive Board. The board requires that the incoming positions to run for are Secretary or Treasurer. For a member to run for Vice President or President, it is asked that said person has at least volunteered for a Head of Committee position of a fundraising event for 2 years OR has served on the board in an entry level position for 2 years.
III. Time of election -The officers shall serve for a one-year term.
ARTICLE IX – EXECUTIVE BOARD
I. The voting members of the Executive Board shall consist of the PTC officers, standing committee chairs and the Principal or Principal's designee. The President becomes a voting member in the event of a tie.
II. This Board shall be the executive authority of the organization and the official voice of the PTC.
III. A majority of the Executive Board members shall constitute a quorum for the purpose of conducting a business meeting and voting. Two consecutive absences may result in the loss of the privilege to vote, and may result in the loss of the position by an Executive Board vote.
IV. The Executive Board shall have the authority to pay all approved expenses of the organization.
ARTICLE X – STANDING COMMITTEE (1 Executive Board Member and co-chair)
I. Programs - This committee shall propose and arrange all school programs for students and general meetings.
II. Publicity - This committee shall be responsible for effectively publicizing programs, purposes, and best interests of the organization.
III. Fundraising -This committee shall plan and organize the fall fundraiser, and any additional fundraisers the Board deems necessary.
IV. Events - This committee shall be responsible for providing refreshments for all PTC sponsored functions (See standing rules for included functions.)
V. Web -This committee shall develop, revise and update the website of the organization.
VI. Teacher/Staff Liaison - This committee shall attend PTC meetings and make sure that the staff and teacher's needs are being addressed by the PTC. 2 teachers must sign up every year.
ARTICLE XI – MEETINGS
I. Executive Board Meetings - The Executive Board shall meet on a monthly basis during the school year. Meetings shall be called by the President or a majority of the members of the Board. Both Officers and Executive Board members must be present at all the Executive Board meetings, see Article IX Sec. III.
II. General Meetings - The general membership shall meet a minimum of three times a year unless canceled by the Executive Board.
III. Past Officers and Incoming Officers shall meet prior to the beginning of the new school year to discuss PTC roles and procedures.
ARTICLE XII – FISCAL GUIDELINES
I. PTC will consider only those monetary requests that are school related (as opposed to donations to March of Dimes, community projects, etc.).
II. All monies allocated to each school which remain unspent by the last PTC meeting of the school year will revert back to the PTC General Fund.
III. All memorial contributions for school personnel shall not exceed $200 and shall be in the form a lasting school asset or a scholarship.
IV. Gifts for non-staff individuals or groups being recognized by the PTC should not exceed $50.
V. For any Event, PTC shall collect monies at the discretion of the Executive Board Members.
VI. PTC funds that are collected at the school shall not leave the school campus. The funds shall be deposited in the PTC safe or in a locked administrative office and removed only for deposit to the bank. Only adults shall handle cash.
VII. Two people shall be present when handling cash, including tending the cash box (one must be an Executive Board Member) at all times and when cash receipts are counted. Once the cash has been counted, the counters shall initial paperwork certifying the amount that is being turned over to the PTC.
VIII. Deposits shall be made as soon as possible. Receipts shall be deposited as soon as they are counted and turned over to the PTC. During the case of an evening event, the cash is to be deposited via night drop.
IX. When writing checks, one officer (either President or Treasurer) shall sign every check. Officers shall not sign a check in advance and never sign a blank check.
X. Reimbursements shall only be made when a completed Reimbursement / Cash Request Form with attached receipts is turned in.
XI. If a check is needed prior to a transaction, such as an assembly or mail order purchase, the Reimbursement / Cash Request Form shall be completed in full. The form must include the check payee name and address of the payee.
XII. A receipt form shall be used after a money generating event to record the monies collected. The form shall include, a tally for bill and coin denomination, a place for checks and check total.
XIII. The PTC shall conduct an annual audit for verification of the PTC's financial practices. PTC members, parent volunteers, or a paid professional shall complete the audit for the PTC.
ARTICLE XIII – AMENDMENTS
These bylaws may be amended by a majority of the members present at any regular meeting provided notice of the amendment(s) has been given at the previous regular meeting. Bylaws may be amended as needed.
ARTICLE XIV – PARLIAMENTARY AUTHORITY
Parliamentary procedures shall govern all meetings when applicable.
ARTICLE XV – DISSOLUTION
In the event of the dissolution of the Kaseberg Parent Teacher Club the net assets, after payment of debts, will proceed to Kaseberg Elementary School (a public non-profit organization) or other nonprofit funds, foundations or organizations which have established their tax exempt status under Section 501 (c)(3) of the Internal Revenue Code.
ARTICLE XVI – POLICY
The Kaseberg Parent Teach Club is a non-profit, non-sectarian, non-partisan organization.
STANDING RULES
1. Once a motion is on the floor any member may speak after being acknowledged by the President. The member may speak only to the motion on the floor and this member can't speak again on the same motion if there are others waiting to speak.
2. The Hospitality Committee will provide refreshments for Teacher Appreciation, Kindergarten Orientation, Back to School Nights, and all PTC General Meetings. An annual calendar of events should be submitted and any additional requests for hospitality services should be submitted to the Hospitality Chairperson at the meeting prior to the event.
3. A bylaw review shall be conducted as needed at the discretion of the Board,
ORGANIZATION
1. The organization is organized exclusively for charitable, religious, educational and/or scientific purposes under section 501(c)(3) of the Internal Revenue Code.
2. No part of the net earnings of the organizations shall inure to the benefit of, or be distributable to, its members, trustees, officers or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set for the in the purpose clause hereof No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of this document, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code, or corresponding section of a future federal tax code, or (b) by an organization, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or corresponding section of any future federal tax code.