Bylaws

Mountain View Elementary PTO Bylaws

Article I - Name

The name of this Organization shall be Mountain View Elementary School PTO (MVES PTO).

Article II - Mission

The mission of the Mountain View Elementary School (MVES) PTO is to sponsor educational and social programs, foster communication, and provide supplemental classroom and all-school resources that will enhance the educational experience of MVES students and promote an environment of cooperation and success for students, faculty, families, and our community.

Article III - Purpose

This organization shall exist for educational and charitable purposes to encourage close and effective relationships and communication among MVES children, parents, schools, and the community.  

Article IV - Membership

Section 1. Any parent, guardian, or other adult standing loco parentis for a student at the school may be a member and shall have voting rights.  The principal and any teacher or staff employed at the school may be a member and have voting rights.

Section 2. There shall be no dues required to be a member of the MVES PTO.

Article V- Executive Board

Section 1. Board Members. The Executive Board shall consist of four (4) elected members and the school principal (not an elected position).

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. Nominations & Elections.   Elections will be held at the second to last meeting of the school year.  At the meeting anyone may be nominated for an open Board position.  Voting shall be voice vote if slate is present.  If more than one person is running for a Board position, a ballot vote shall be taken.  Each member of the PTO is entitled to one vote.   

Section 4. Eligibility.  

A. President.  Any parent, guardian or other adult standing loco parentis for a student is eligible to serve on the Executive Board as President as long as the following condition are met.  Must be an active PTO member attending no less than ¾ of all monthly meetings.  Have served on the Executive Board in some capacity preferably as Vice President for no less than a 1 year term.  Have been an active volunteer at PTO sponsored events and have served on at least one committee.  

B. Vice President.   Any parent, guardian or other adult standing loco parentis for a student is eligible to serve on the Executive Board as Vice  President as long as the following condition are met.  Must be an active PTO member attending no less than ¾ of all monthly meetings.  Have served on the Executive Board in some capacity for no less than a 1 year term.  Have been an active volunteer at PTO sponsored events and have served on at least one committee.  Have been an active volunteer in the fall fundraiser.

C. Secretary and Community Projects Coordinator.  Any parent, guardian, or other adult standing loco parentis for a student at the school is eligible to serve on the Executive Board as the Secretary or Community Projects Coordinator as long as the following conditions are met.  Attend at least ½ of the monthly meetings.  Have been an active volunteer at PTO sponsored events and have served on at least one committee.

D.  Teachers and Staff.   Teachers and staff may not serve on the Board.  

Section 5.  Terms of Office.  Board members are elected to serve a 2 year term, and may serve no more than two consecutive terms.  

Section 6. 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 a vacancy in any other office, members will fill the vacancy through an election at the next regular meeting.  Board members elected to fill a vacant office shall serve for the unexpired term of the vacant office to which they are elected.   

Section 7.  Removal From Office.  Board members can be removed with or without cause by a two-thirds vote of those members present (assuming a quorum) at a regular meeting where previous notice has been given.  

Section 8.  Meetings.  Executive Board meetings shall be held at a time and location as determined by the Board President.  Notice of all Executive Board meetings shall be given to all Board members in writing at least 24 hours in advance of the meeting.

Section 9.  Quorum.  A quorum of at least 3 Board members must be present to transact any business at an Executive Board meeting.    

Section 10.  Compensation.  Board members shall not receive any compensation for their service as Board members or Officers.  

Article V- Member Meetings

Section 1. Regular Meetings.  The regular meeting of the MVES PTO shall be on the 2nd Tuesday of the month during the school year starting at 6:30 pm and lasting no more than 1 and ½ hours.  If the date and time needs to be changed for any reason determined by the executive board a minimum of 2 weeks notice must be given to all members.  

Section 2.  Annual Meeting.  The annual meeting will be held at the March regular meeting.  The annual meeting is for receiving reports, electing officers, and conducting other business that should arrive.  

Section 3. 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 via, email, flyer, or phone calls.  

Section 4. Quorum.  The quorum shall be 10 members of the Organization.  

Article VI- OFFICERS

• Section 1. Officers. The officers shall be a president, vice president, secretary, treasurer, and Community Projects Coordinator.   

a. 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.  The president shall prepare the budget at the beginning of the school year.  

b. 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. Shall also serve as the chair of the Fall Fundraiser which is an annual school wide event.  May also serve as chair for any other fundraisers as the PTO sees fit.  Other duties as assigned or necessary.

c. Secretary. The secretary shall keep all records of the organization, take and record minutes, prepare the agenda, handle correspondence, and send notices of meetings to the membership. The secretary also keeps a copy of the minutes book, bylaws, rules, membership list, and any other necessary supplies, and brings them to meetings.   Other as assigned or necessary.  

d. Treasurer. The treasurer shall receive all funds of the organization, keep an accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the executive board. He or she will present a financial statement before 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. The treasurer must abide by the Adams 12 School District policies in their accounting practices.  The school district and/or the PTO may ask for an audit on the accounting at anytime, with or without notice.  

e.  Community Projects Coordinator. The Community Projects Coordinator shall oversee all committees that organize the non-fundraising events.  The CPC also will be the liaison between the subcommittees and the President and Vice President keeping everyone  up to date on the various events and projects occurring.  Other duties as assigned or as necessary.

Section 2. Eligibility. Except for the Treasurer, all Officers shall be elected Board members.  The Treasurer shall be the school’s office manager or other staff member appointed by the Executive Board.    

Article VII - Committees

Section 1. Membership. Committees may consist of members and board members, with the president acting as an ex officio member of all committees.  

Section 2. Standing Committees. The following 2 committees shall be held by the organization:  Fundraising Committee & Community Events Committee.  Subcommittees under the Fundraising Committee are as follows: Fall Fundraiser, Holiday Shop, Box Tops for Education, Dine Outs, Milk Caps, Rockies/Avalanche Tickets, and King Soopers Gift Cards.  Subcommittees under the Community Projects are as follows: Teacher Appreciation, Spring Event, BooHoo Breakfast, Meet Your Teacher Night, Kindergarten/New Family Picnic, Movie Night, Trunk or Treat, Winter Clothing Drive, and Clothes Closet.   

Section 3. Additional Committees & Subcommittees.  The board may appoint additional committees and subcommittees as needed.  

Article VIII- Finances

Section 1.  A tentative budget shall be drafted in the fall for each school year and approved by the executive board of directors no later than the October PTO meeting.  The budget will be reviewed monthly and updated in the event of a shortfall or excess of funds.

Section 2.  The treasurer shall keep accurate records of any disbursements, income, and bank account information.

Section 3.  The board shall approve all expenses of the organization.

Section 4.  The treasurer shall prepare a financial statement at the end of the year, to be reviewed by the Executive Board and members.

Section 5.  Upon dissolution of the organization, any remaining funds should be used to pay any outstanding bills and, any excess shall remain in the school’s bank account as per Adams 12 School District Policies.  

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 secretary shall keep a record of the standing rules for future reference.

Article XI- Amendments

These bylaws may be amended at any regular or special meeting, providing that previous notice was given in writing at the prior meeting and then sent to all members of the organization by the secretary.  Notice may be given by postal mail, e-mail, or fax.  Amendments will be approved by a two-thirds vote of those present, assuming a quorum.

Article XII - Conflicts of Interest

A conflict of interest is any issue where a Board member, officer, or voting member stands to gain financially outside of the organization from a decision of the Organization. Any person who has a conflict of interest shall refrain from voting on the decision in which the conflict of interest arises.  The record will show that such person abstained from voting on the issue.

Article XII - Limited Liability and Indemnification

Except as may otherwise be provided by law, no member of the Executive Board shall be liable for actions taken or omissions made in the performance of such person’s duties except for wanton and willful acts or omissions.  The Organization shall to the full extent permitted by Colorado law, indemnify any person who was or is a party or is threatened to be made a party to any threatened, pending or completed action, suit or proceeding, whether civil, criminal administrative or investigative, and whether formal or informal, by reason of the fact that he or she is or was Board member or officer of the Organization.  Notwithstanding the above, no indemnification shall be provided for acts constituting gross negligence, fraud, or willful and wanton misconduct.  The right of indemnification shall inure to the benefit of the heirs, executors, administrators and personal representatives of the Executive Board members and Officers of the Organization.