THE JEFFERSON COUNTY OPEN SCHOOL
PARENT TEACHER STUDENT ORGANIZATION
(Updated 04/11/2017; Approved 04/11/2017)
NAME, DESCRIPTION, AND PURPOSE
1.1 Name. The name of the organization is Jefferson County Open School Parent Teacher Student Organization (the “PTSO”). The PTSO is located at Jefferson County Open School, at 7655 W 10th Ave., Lakewood CO 80214.
1.2 Description. The PTSO is a nonprofit organization that exists solely for charitable, educational, and scientific purposes, including the making of distributions to organizations that qualify as exempt organizations under Section 501(c)(3) of Title 26 of the United States Code (the “Internal Revenue Code”).
1.3 Purpose. The purpose of the PTSO is to enhance and support the educational experience at Jefferson County Open School (“JCOS”), to develop a closer connection between school and home by encouraging parent involvement, and to improve the environment and educational opportunities at JCOS through volunteer and financial support.
2.1 The PTSO will be noncommercial, nonsectarian, and nonpartisan.
2.2 The PTSO will work with the school and community to provide quality education for all students at JCOS and will seek to participate in the decision-making process establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people to boards of education, state education authorities, and local education authorities.
2.3. The PTSO will work to promote the health and welfare of students at JCOS and will seek to promote collaboration between parents, JCOS educators, and the community at large.
2.4. The PTSO will strive to assist educators at JCOS in implementing curriculum where funding is not available from the school or district.
2.5. No part of the net earnings of the PTSO will inure to the benefit of, or be distributable to, its members, directors, trustees, officers, or other private persons except that the PTSO will be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in this Article II.
2.6. Notwithstanding any other provision of these bylaws, the PTSO will not carry on any other activities not permitted to be carried on by: (i) an organization exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code, or (ii) an organization, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code.
2.7. The PTSO will neither discriminate on the basis of age, race, religion, national origin, sex, or sexual orientation, nor partner with, nor provide monetary or logistical support for, organizations which discriminate on any of those bases.
3.1 Eligibility. Each JCOS student is a member of the JCOS PTSO for the duration of their attendance at JCOS. Membership is also available to any (a) parent, guardian, or other adult standing in loco parentis of a JCOS student, and (b) teacher, staff-member, or administrator at JCOS.
3.2. Dues. Membership dues shall not be required for any JCOS student. For all other eligible members, dues are $20 per year, per household, staff-member, or administrator, as applicable. No member shall be required to pay more than $20 per year, even if he or she qualifies for membership in more than one manner.
3.3. Rights. Members have voting privileges, one vote per student, household, teacher, staff-member, or administrator, as applicable. No member shall be entitled to more than one vote, even if he or she qualifies for membership in more than one manner.
3.4. Enrollment. JCOS PTSO will conduct an annual enrollment of members during summer registration for the school; however, members may be added at any time of year by tendering the membership dues to the PTSO.
OFFICERS, NON-OFFICERS, AND ELECTIONS
4.1. Officers and Non-Officers. The officers of the PTSO (the “officers” and each an “officer”) will consist of: (a) one President, (b) one Vice President, (c) one Secretary, (d) one Treasurer, and (e) one Parliamentarian. The non-officer positions will consist of: (a) one membership/volunteer coordinator, (b) one community liaison, and (c) one student representative.
a. The President shall:
i. Preside at general PTSO meetings and Board meetings, including the creation and implementation of a predetermined agenda;
ii. Serve as the official representatives of the PTSO, including acting as the liaison between the administration of JCOS and the PTSO and informing the PTSO of the needs and actions of the administration;
iii. Maintain contact with school staff about important issues and events happening in the school, and with parents about their concerns; and
iv. Ensure that all paperwork and information for state and federal tax and incorporation purposes are kept up-to-date.
v. The President can and should consult with the Parliamentarian when not certain on how to rule on a question or proceed in the circumstances.
b. The Vice-President shall:
i. Assist the President in carrying out their duties and
ii. Preside at general PTSO meetings and Board meetings when the President is not present.
c. The Secretary shall:
i. Take and record the minutes, distribute any agenda, and prepare correspondence for all Board meetings and general PTSO meetings;
ii. Send notices of any special meetings to all members in good-standing;
iii. Keep a copy of the bylaws, rules, membership list; and
iv. Retain all official records of the PTSO.
d. The Treasurer shall:
i. Maintain and accurately record all receipts and expenditures in the PTSO’s financial records;
ii. Collect revenue on the PTSO’s behalf;
iii. Pay out funds solely as approved by the Board;
iv. Fulfill all PTSO’s tax-related requirements, including filing yearly tax forms as necessary; and
v. Have sole responsibility for maintaining the checkbook and bookkeeping programs, plus ensure that they are up-to-date and accurate.
e. The Parliamentarian shall:
i. Be an expert in rules of order and the proper procedures for the conduct of meetings of deliberative assemblies;
ii. Assist organizations in drafting and interpretation of bylaws and rules of order (specific to the needs of the organization), and the planning and conduct of meetings (e.g., adhere to set timeframe for agenda items, prepare/conduct elections, prepare processes in the consideration of motions and bylaw amendments);
iii. Ensure that the bylaws are legislatively compliant; in addition, review the organization’s governing documents and provide an option as to how to proceed within the rules; plus
iv. Be a resource to the President and to assist the President in conduct of the meeting.
v. The Parliamentarian sits adjacent to the chair and unobtrusively gives the President help, guidance, and support during the meeting.
f. The Membership/Volunteer Coordinator shall:
i. Be responsible for ensuring the PTSO membership is current and up‑to-date each school year;
ii. Solicit members/volunteers;
iii. Create and maintain a list of members/volunteers;
iv. Direct volunteers in staffing events; and
v. Communicate with prospective and confirmed volunteers about upcoming events which require volunteer staffing.
g. The Community Liaison shall lead outreach efforts on behalf of JCOS PTSO to support and fulfill its purpose.
h. The Student Representative shall serve as the official spokesperson of the JCOS student body for the PTSO, including acting as the liaison between the PTSO and students and informing the PTSO of the needs and concerns of students.
4.2. Term of Office. The term of office for each officer is 2 years, starting on September 1 and ending 2 years after on August 31. Exception is the Treasurer’s term is January 1 to December 31. An officer may not serve more than two consecutive, 2‑year terms in the same position.
4.3. Qualifications. Any member of the PTSO in good standing may become an officer of the PTSO, except for the Student Representative, who must be a student in good standing at JCOS.
4.4. Timing of Elections. Elections for officer positions will be held at the May meeting of the last year of the out-going officer’s or officers’ term. The incoming officer(s) will become acting officer August 1 of the following school year.
4.5. Nomination and Voting. Any member-in-good-standing, including existing officers and Board members, may nominate and vote for a candidate for an open officer position at the May meeting. If there is one nominee for an open officer position, the vote will be a voice-vote. If there is more than one nominee for a position, then the vote will be by ballot. In the event that a vote results in a tie between two or more nominees, then a second ballot-vote will be held, with each member of the Board only casting one vote.
4.6. Vacancies. If there is a vacancy in any officer position, PTSO members will fill the vacancy through an election at the next general PTSO meeting.
4.7. Removal. Officers may be removed from office with or without cause by a two‑thirds vote of the members present at a general PTSO meeting at which at least four members of the Board and at least two other voting PTSO members are present, and where notice regarding intent to vote to remove the officer has been sent to all members in good standing at least 14 days prior to the meeting.
5.1. The Board. The Board shall consist of the Officers.
5.2. Duties. The Board shall:
a. Develop the overall policies of the PTSO;
b. Develop the PTSO’s annual budget;
c. Establish and oversee committees to conduct the work of the PTSO;
d. Establish fundraising programs; and
e. Approve by majority vote all expenditures, including reimbursements of personal expenditures made by members in service of PTSO business and activities.
6.1. Board Meetings. Board meetings may be scheduled as needed. Minutes of any discussion that takes place during Board meetings will be taken and made available to a PTSO member upon request. A decision is approved by simple majority vote of those Board members present, assuming a quorum. A Board decision may also be made at any general PTSO meeting at which a quorum of the Board is present.
6.2. General Meetings. General PTSO meetings will be held to conduct the business of the PTSO. Meetings will be held monthly during the school year. Each member in attendance at a general PTSO meeting is eligible to vote, one vote per household, on any issue presented for decision at a general PTSO meeting. A decision is approved by simple majority vote of those PTSO members present, assuming a quorum.
6.3. Quorum. Unless otherwise specified herein, a quorum of the Board is necessary to carry out a vote on any issue. A quorum shall consist of no less than four (4) Board members.
6.4. Minutes. Minutes will be taken at each meeting, and published in a school-wide medium soon thereafter.
7.1. Fiscal Year. The fiscal year for the PTSO begins on September 1 and ends on August 31.
a. All PTSO funds will be kept in a checking and attached savings account in the name of “Jefferson County Open School PTSO” and held at a local financial institution.
b. Every expenditure must be approved by a majority of a quorum of the Board.
7.3. Reporting. The Treasurer will reconcile the accounts and report all financial activity monthly, and will work with the Board to ensure that all legal financial requirements are met with respect to the PTSO’s Internal Revenue Code Section 501(c)(3) status.
7.4. Distribution of Funds.
a. Any net profit generated by the PTSO will be made available to the students and staff of JCOS as requested by written and/or oral proposal. Each proposal will be voted on during a general PTSO meeting, with a majority vote among those present being needed for the approval of each proposal; however, funding proposals $250 or more requested at general PTSO meetings will be further reviewed by the Board and a decision will be announced at the next general PTSO meeting. If a vote is needed, one will be convened. Proposals related to curriculum or educational enrichment, including, but not limited to, travel, arts, music, theater, science, and sporting endeavors, should be given approval when possible, excepting for extenuating circumstances. The PTSO will approve proposals with the goal of equally distributing funds among the ELC, IA, Pre-Walkabout, and Walkabout.
b. All funds raised by the PTSO will go into a general fund (the “General Fund”), to be distributed as decided by the proposal process EXCEPT in the event that a fundraiser is held for the specific purpose of funding a particular area, group, or activity. In such case, all monies raised will be applied only to the area, group, or activity specified.
c. In the absence of a fundraiser, sponsored or supported by the PTSO, specifically for the School Trip Fund, the PTSO will provide thirty (30) percent of net income from the General Fund, up to a maximum of $2,000 annually, to the School Trip Fund, to be divided equally among the ELC, IA, Pre-Walkabout, and Walkabout. Such funds will be delivered to the JCOS Financial Secretary at or near the end of the School Year.
d. Credit/debit cards that draw on the PTSO checking account may be issued to the President and Treasurer to facilitate purchasing items needed for PTSO purposes. Each purchase must be approved by a majority vote of a quorum of the Board. Exceptions may exist for sub-committees of the PTSO.
7.5. Sub-Committees of the JCOS PTSO.
a. Garden Committee of the JCOS PTSO
i. The Garden Committee of the JCOS PTSO fundraises for and manages the JCOS School Garden. The Garden program is self‑funding and the Committee meets on a schedule that accommodates the members of the Committee. As such they are given authority to manage the raising and spending of its PTSO funds. The Garden Representative(s) give(s) a report at the monthly general PTSO meeting that summarizes its activity (both funds and garden) for the previous month. The report will also lay out any planned future activities for source and use of funds. The PTSO Board has oversight of the Garden Committee funds; however, the Garden Representative(s) have signing and spending authorization on the Garden Checking accounts in conjunction with the PTSO Treasurer.
ii. The Garden Representative(s) have the authority to sign Garden‑oriented grant applications on behalf of the JCOS-PTSO with the approval of one of the officers of the PTSO.
iii. The Garden Representative(s) are elected in August of each year by majority vote of the Garden Committee and serve a 1‑year term. Garden Representative(s) may hold the position for as many years as the Garden Committee elects them.
8.1. Any contract entered into on behalf of the PTSO with an exchange of value of over $100 must be signed by three members of the Board after approval by the Board.
9.1. Amendments to these bylaws may be proposed by any PTSO member. Amendments presented at a PTSO meeting will be considered for voting at a subsequent meeting. Two-thirds approval of all members present and voting is required to adopt an amendment to these bylaws.
10.1. In the event of the dissolution of Jefferson County Open School PTSO, all remaining funds will be given to JCOS trip funds, to be divided equally between the ELC, IA, Pre‑Walkabout, and Walkabout.