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PTO Bylaws

Bylaws of the

Baker-Butler Parent Teacher Organization

Article I.  NAME

1.     The name of the organization shall be the Baker-Butler Elementary School Parent Teacher Organization. (Baker-Butler PTO)

 

Article II.  PURPOSE

1.     To facilitate and support a sense of community and promote open communication among students, parents/guardians, staff, faculty and administration of Baker-Butler Elementary School.

 

2.     To aid the students of Baker-Butler Elementary School by providing support for their educational and recreational needs.

 

3.     To enhance the school program and physical environment through monetary and volunteer efforts.

 

Article III.  MEMBERSHIP

 

1.     All parents and/or legal guardians of students who currently attend Baker-Butler Elementary School and all current staff, faculty and administration of Baker-Butler Elementary School are members of the organization without regard to race, color, creed, sex, nation, origin, or sexual orientation under the rules and regulation provided by these bylaws.

 

2.     Only members of the organization shall be eligible to vote at meetings, or to serve on any of its elected or appointed positions.

 

Article IV.  POLICIES

 

1.     The Baker-Butler PTO shall be non-commercial, non-sectarian and non-partisan. It shall not endorse any commercial enterprise. The name of the organization or the names of any of its members in conjunction with the organization shall not be used in connection with any commercial concern or with any partisan interest.

 

2.     The Baker-Butler PTO shall not discriminate on the basis of sex, race, creed or national origin.

 

3.     The Baker-Butler PTO shall not participate directly or indirectly in any political campaign.

 

4.     The Baker-Butler PTO shall cooperate with Baker-Butler Elementary School to support the improvement of education in ways that do not interfere with the administration of the school.

 

5.     The Baker-Butler PTO shall identify organizations that share common goals with Baker-Butler Elementary school and Albemarle County School system.

 

6.     Quorum. Those persons present at a properly called General Membership, Executive or Special Meeting shall be designated as a quorum and shall be entitled to take action on behalf of the organization.

 

7.     Voting. A majority vote of the Voting Members present at any properly called meeting shall be required for all action to be taken by the organization.

 

8.     Expenditures. Any expenditure greater than $500.00 not in the budget must be approved by a quorum at a General Membership, Executive, or Special meeting.

 

Article V.  MEETINGS

 

1.     General Membership Meetings. At least four General Membership Meetings of the organization shall be held during each school year. The time and place of the meetings shall be announced at least seven (7) days prior to the meeting with a proposed agenda. Dates for General Membership Meetings will be scheduled at the first meeting of the year or designated to coincide with school scheduled events.

 

2.     Executive Committee Meetings. Meetings of the elected officers and Ex-officio members may be called to conduct business and ensure smooth running of programs.  The time and place of the meetings shall be announced at least seven (7) days prior to the meeting with a proposed agenda.  This meetings are also open to the general membership.

 

3.     Special Meetings. Additional meetings of the organization may be called, either by vote of the Executive Committee or by petition of a majority of the Voting Members. The time and place of all Special Meetings shall be announced by written notice seven (7) days prior to the meeting.

 

Article VI.  OFFICERS AND THEIR ELECTION

 

1.     Officers. The elected officers of the organization shall consist of a President, Vice President, Secretary, and Treasurer,. Two persons may be nominated and elected to fill any single elected position. (E.g. co-presidents). In this instance, both of the persons shall be given all of the rights and responsibilities of the office as enumerated herein.

 

2.     Elections. The election of officers shall take place during the last General Membership Meeting each year. All members of the organization may participate in the election. The Nominating Committee shall present a slate of officers for election. Further nominations may be received from the floor. The election of the slate, if non-contested, may be by voice vote. Any contested election shall be by written ballot. Only those who have consented to serve are eligible for nomination.

 

3.     Term of Office. The term of each officer shall be one year, beginning and ending after the last General Membership Meeting of the year. A person may be elected to the same or other office for more than one term of office with a limit of two consecutive years in each office.  A person may be elected to a third term only under special circumstances and with the majority vote of the General Membership.

 

4.      Nominating Committee. The Nominating Committee shall be responsible for receiving all suggestions for persons to serve as officers. The committee shall prepare a slate of officers to present for election by the membership. The committee shall contact all persons who will be nominated to confirm their willingness to serve. The committee shall insure that all nominees are Voting Members and otherwise eligible to serve in the office.

 

5.     Selection. A majority of the votes cast by the members present shall be necessary for election. Should no person receive a majority of the votes cast, a run-off between the two (2) persons who received the largest number of votes shall immediately be held.

 

6.     Vacancies. The Executive Committee shall fill any vacancy in office because of death, resignation or inability to serve for the remainder of the term.

 

Article VII. DUTIES OF OFFICERS

 

1)    PRESIDENT: Oversees all PTO programs; chairs all General, Executive and Special meetings; serves as spokesperson for PTO and liaison to the Principal and School; prepares agendas for all meetings; collects and presents reports of any Board members who are unable to attend a general membership meeting; works with Volunteer Coordinator and Committee Chairpersons to ensure that all school volunteer programs run smoothly; addresses membership through monthly letter; assures other Board positions are functioning effectively.

2)    VICE-PRESIDENT: Attends all monthly PTO meetings; substitutes as president whenever necessary; keeps record of upcoming events, has them approved by the Principal and recorded on the school calendar; assists president to ensure that all school volunteer programs run smoothly.

 

3)    SECRETARY: Attends all monthly PTO meetings; reads/takes minutes of meetings and publicizes them within two weeks after the meeting; keeps attendance; is responsible for overseeing all PTO correspondence; organizes and maintains PTO mailbox; and notifies PTO board members of meetings one week in advance.

 

4)    TREASURER: Attends all monthly PTO meetings; organizes/oversees all monetary aspects of PTO; organizes the PTO budget and keeps PTO checking account; submits monthly treasurer's report; prepares cash boxes for fundraising events; arranges to have yearly state and federal tax returns prepared; prepares a preliminary budget for the following year to be presented at the August/September meeting.

 

5)    Ex-Officio MEMBERS: The Volunteer Coordinator, Principal of the school, Assistant Principal of the school, a Teacher Representative(s) from the school and the chairpersons of all Committees shall serve as ex-officio members.

 

a)     TEACHER REPRESENTATIVE(S): Attends PTO meetings; serves as a liaison between the faculty/staff and the PTO.

 

b)    Volunteer Coordinator: Attends and reports at monthly PTO meetings; serves as Chairperson of the Volunteer Committee; acts as a liaison for volunteers with the School and the PTO; creates, distributes and compiles Volunteer Preference Form; distributes volunteer lists of committee, classroom and school-wide volunteers; works with Volunteer Committee and President to ensure that all school volunteer programs run smoothly.

 

Article VIII.  EXECUTIVE COMMITTEE

 

1.     General Powers. The Executive Committee shall manage the affairs, activities and operation of the organization. The Executive Committee shall transact necessary business during the intervals between the meetings of the membership and such other business as may be referred to it by the membership or these Bylaws. It may create Standing and Special Committees, approve the plans and work of standing and special committees, present reports and recommendations at the meetings of the membership, prepare and submit a budget to the membership for approval, and, in general, conduct the business and activities of the organization.

 

2.     Membership. The executive committee shall consist of a President, Vice President, Secretary, Treasurer, and Ex-officio Members. All members shall be entitled to vote.

 

3.     Meetings. Regular meetings of the Executive Committee shall be held during the year, the time to be established by the President and the Committee. Special meetings may be called by the President or by a majority of the Executive Committee. Adequate notice of all meetings shall be given to all members of the Executive Committee and, in the absence of an emergency, at least seven (7) days in advance. When possible, notice of the meetings should be announced to all members of the organization. Any member may attend a meeting of the Executive Committee, but shall not be entitled to vote on matters before the body. The Executive Committee may hold summer meetings for the purpose of planning.

 

4.     Quorum. A majority of the members of the Executive Committee shall constitute a quorum for the transaction of business.

 

5.     Voting. The act of the majority of the regular and ex-officio members of the Executive Committee present at a meeting at which a quorum is present shall be required for all action to be taken by the Executive Committee.

 

Article IX.  STANDING AND SPECIAL COMMITTEES

 

1.     Nominating Committee. The Nominating Committee shall be composed of three (3) persons who shall be selected by the Executive Committee at the beginning of each year. In addition, the Vice-President shall be an ex-officio member of the committee.

 

2.     Other Standing Committees. The Executive Committee may establish such other 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 for his or her committee. The Chairperson shall report the plans and activities of the committee to the Executive Committee, which must approve all such reports.

 

3.     Special Committees. The President and/or the Executive Committee may create Special Committees. Special Committees shall be created for a specific time and/or task and shall cease to exist when that time or task has been completed. The Executive Committee shall appoint the chairpersons of all Special Committees. The Chairperson shall report the plans and activities of the committee to the Executive Committee, which must approve all such reports.

 

Article X.  FINANCES

 

1.     Budget. The Executive Committee shall present to the membership at the first Regular Meeting of the year a budget of anticipated revenue and expenses for the year. This budget shall be used to guide the activities of the Executive Committee during the year. Any substantial deviation from the budget must be approved in advance by the membership.

 

2.     Obligations. The Executive Committee may authorize any officer or ex-officio officers to enter into contracts or agreements for the purchase of materials or services on behalf of the organization. The officers shall not have the authority to enter into such agreements on behalf of Baker-Butler Elementary School or the Albemarle County School District, nor should they hold themselves out as having such authority.

 

3.     Loans. No loans shall be made by the organization to its officers or members.

 

4.     Commercial Paper. All checks, drafts, or other orders for the payment of money on behalf of the organization shall be signed by the Treasurer or by any other person as authorized in writing by the Executive Committee. Any check over $1000.00 requires two authorized signatures.

 

5.     Deposits. The Treasurer shall deposit all funds of the organization to the credit of the organization in such banks, trust companies or other depositories as the Executive Committee may select and shall make such disbursements as authorized by the Executive Committee in accordance with the budget adopted by the membership. All deposits and/or disbursements shall be made within a maximum of thirty (30) days from the receipt of the funds and/or orders of payment.

 

6.     Financial Report. The Treasurer shall present a financial report at each General Membership Meeting of the organization and shall prepare a final report at the close of the year. The Executive Committee shall have the report and the accounts examined annually 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.

 

Article XI.  DISSOLUTION

 

The Baker-Butler PTO may dissolve and terminate its affairs in the following manner:

 

1.     The Executive Committee shall adopt a resolution recommending that the organization be dissolved and direct that the question of dissolution be put to a vote at a Special Meeting of the General Membership.

 

2.     In the event of dissolution of the organization, any and all assets possessed by the organization after current indebtedness has been paid shall go to Baker-Butler Elementary School.

 

Article XII.  AMENDMENTS

 

1.     These Bylaws may be altered, amended or repealed by a majority vote of the Members at any Regular or Special Meeting.

 

Article XIII.  AUTHORITY

 

1.     If any part of these Bylaws shall conflict with the decisions, policies or procedures adopted by the Albemarle County School Board, they shall be deemed null and void and the decision of the Albemarle County School Board shall, in all cases, take precedent.

 

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These Bylaws were adopted by the membership by a majority vote during a General Membership Meeting properly called on June 18,  2002 and shall take effect immediately.

 

These Bylaws were altered by the membership by a majority vote during a General Membership Meeting properly called on March 11, 2008 and shall take effect immediately.

 

These Bylaws were altered by the membership by a majority vote during a General Membership Meeting properly called on May 3, 2010 and shall take effect immediately.

 

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