Sheldon Woods Parent Teacher Organization Bylaws and Organizing Document
Last Amended: June 11, 2017
Article I – Name
The name of the organization is Sheldon Woods Parent Teacher Organization (“PTO” or “Organization”). It is a local PTO.
Article II – Objectives
Section 1. The objectives of the Sheldon Woods Parent Teacher Organization are:
A. To enrich the lives of our youth in our homes, at school, and in the community.
B. To facilitate communication between parents, students, faculty, staff, and building administrators.
C. To foster improved standards of education and improvement of the learning environment for children at Sheldon Woods Elementary.
D. To enhance the educational facilities and provide educational opportunities for students that is not otherwise provided for in the district budget.
E. To organize, promote, and support activities that encourage students, parents, faculty, staff, and building administrators to be active and involved in the Sheldon Woods community.
Section 2. The PTO is organized exclusively for the charitable, scientific, literary, or educational purposes within the meaning of section 501 C (3) of the Internal Revenue Code or corresponding section of any future federal tax code.
Article III – Policies
Section 1. The PTO shall be non-profit, non-commercial, non-sectarian, non-partisan and as such, shall not participate in any political campaign.
Section 2. The PTO shall work with the administration, faculty and staff to provide the highest quality of education for all students at Sheldon Woods Elementary.
Section 3. The programs provided by the PTO are to be education and/or social and shall be developed through committees and/or special projects.
Section 4. No part of the net earnings of the PTO shall benefit or be distributed to any member or any officer or other private person(s). The PTO is authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set for in article II hereof.
Section 5. Notwithstanding any other provision of these articles, the PTO shall not carry on any other activities not permitted to be carried on (i) by an organization exempt from federal income tax under section 501C(3) of the internal revenue code or (ii) by an organization, in which contributions to are deducible under 107C(2) of the internal revenue code.
Section 6. Upon the dissolution of this organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(C)(3) of the internal revenue code, or corresponding section of any future federal tax code, or to a state or local government, for a public purpose. Upon the dissolution of the PTO, after paying or adequately providing for the debts and obligations of the PTO, the remaining assets and money shall be distributed to Sheldon Woods Elementary School. The executive board will be responsible for obtaining approval for the dissolution from the Attorney General. The executive members of the board should be responsible for the filing of a certificate of dissolution with the Department of Licensing and Regulatory Affairs.
Section 7. The calendar year defined by the PTO for all business/treasurer reports shall end in June of each academic year.
Article IV – Membership and Dues
Section 1. Members
A. Membership of the PTO shall be open to all Sheldon Woods’ parents, teachers, and staff members.
B. Any member shall have the privilege of attending and participating in all public meetings and activities of the Sheldon Woods PTO. All members may make motions, vote, and serve on committees.
Section 2. Dues
A. There shall be no dues paid to this organization. However, donations to this organization are welcome to be used according to the purposes outlined in Article II.
Section 3. Voting Privileges
A. Every regular member in attendance at a Sheldon Woods PTO meeting shall be eligible to vote.
B. Each member will have one vote only.
Article V –Elections of Executive Board Members
Section 1. Elected officers of this organization shall be:
President
Vice President
Treasurer
Secretary
Volunteer Coordinator
A. There shall be no more than (2) officers holding (1) office. i.e. Co-Presidents, Co Vice-Presidents, etc.
Section 2. Statutory Officers
A. The principal of Sheldon Woods Elementary will serve as a member of the executive board.
B. Teachers and staff will serve as executive board members on a rotating basis to insure their representation at each meeting.
Section 3. Qualifications & Restrictions
A. All members of the Sheldon Woods PTO are eligible for election to be elected office except as further restricted in this article.
B. No member may serve concurrently in more than one (1) elected office.
C. No member may serve more than two (2) terms consecutively in the same office. This restriction shall be waived in the event that there would not be enough qualified candidates.
D. No member may be eligible for the office of President until they have served a minimum of one term as a member of the executive board. This restriction shall be waived in the event that there would not be enough qualified candidates.
E. Teachers and staff members may not serve as an elected officer.
Section 4. Nominations and Elections
A. Procedure
1. The election of officers shall take place as the last agenda item during the next-to-last PTO meeting. This is normally in May.
2. All members of the PTO shall be allowed to participate in an election. Only those members in attendance shall be allowed to vote.
3. The nominating committee shall present a list of recommended eligible candidates for each office. See section 4C.
4. Additional nominations may be made by members at the May meeting. Each nomination must be seconded and accepted by the candidate.
5. The election for each office, if non-contested, shall be by voiced vote. Any contested election shall be written by ballot.
B. Terms of Office
1. The term of each office shall be one year.
2. The new board shall officially assume control at the last PTO meeting scheduled for the current school year, typically in June.
3. The timing of the election and new board control may be adjusted slightly due to end of the year schedule quirks.
4. See section 3 above for further restrictions.
C. Nominating Committee
1. There shall be a nominating committee composed of a minimum of two (2) members elected no later than the end of the April PTO meeting.
2. The nominating committee shall solicit the membership (all Sheldon Wood’s parent and faculty) through such methods as the school newsletter or special notice sent home with students no later than April 30th.
3. The nominating committee shall:
A. Compile a listing of candidates for office.
B. Canvas those candidates to determine their willingness to serve in such office.
C. Report the listing of those candidates to the school community one week prior to the May PTO meeting.
D. Present the listing of candidates as the last agenda item at the May PTO meeting for a vote.
Section 5. Vacancies
A. Any vacancies occurring in any office during the school year shall be filled for the unexpired term by a person who will be elected by a majority vote from the remaining board members.
Article VI – Duties of Executive Board Members
Section 1. The president(s) shall:
A. Preside at all general PTO and executive board meetings (times and dates of meetings are to be determined by majority vote at the June meeting prior to the start of the next school year.)
B. Keep current on district and national PTO news and pass information onto board at each meeting. (and all parents if appropriate.)
C. Maintain PTO bulletin board.
D. Distribute all PTO mail at a minimum of once per week.
E. Organize production of PTO directory to be distributed no later than the end of September each year.
F. Serve as a chairperson or co-chairperson of a PTO social or fundraising event.
Section 2. The Vice-President(s) shall:
A. Attend monthly meetings and executive board meetings.
B. Keep all board members informed and on task as per scheduled activities and events outlined in calendar set in May – June the previous school year.
C. Account for and organize PTO supply inventory.
D. Update outside bulletin board bi-monthly or as events occur.
E. Perform the duties of the president in his/her absence.
F. Serve as a chairperson or co-chairperson of a PTO social or fundraising event.
Section 3. The Secretary(s) Shall:
A. Attend monthly meetings and executive board meetings.
B. Keep accurate minutes of each meeting, recap and approve previous month’s minutes at the start of each PTO meeting, maintain a file of all previous meetings in PTO file cabinet and make copies available to the entire school community in the office. (Yellow Folder)
C. Read notes/cards addressed to the PTO at meetings and organize the sending of all notes/cards on behalf of the PTO.
D. Act as corresponding secretary unless one is elected. (This would include weekly PTO updates and information to be passed on to the students, parents, faculty, staff, and building administrators, as well as any flyers to be sent home for any specific activities and/or PTO sponsored events.)
E. Serve as a chairperson or co-chairperson of a PTO social or fundraising event.
Section 4. The Treasurer(s) Shall:
A. Attend monthly meetings and executive board meetings.
B. Maintain a full and accurate accounting of all receipts and expenditures of the organization.
C. Present a written financial report at each PTO meeting (and whenever requested to do so by the executive board) and maintain a file of all previous financial reports in the PTO file cabinet.
D. Present an annual report at the end of each school year at the May PTO meeting.
E. To make disbursements within PTO 14 days as authorized by the executive board in accordance to the approved budget.
F. Document any changes to the budget that are voted on by the executive board.
G. Serve as a chairperson or co-chairperson of a PTO social or fundraising event.
Section 5. The Volunteer Coordinator(s) Shall:
A. Attend monthly meetings and executive board meetings.
B. Attend monthly district volunteer coordinators meeting.
C. Maintain accurate records of all volunteer hours logged into the volunteer register located in the school office.
D. Maintain database of all Sheldon Woods family members willing to volunteer, sorted by area of interest.
E. Work with committee chair person(s) to place volunteers in appropriate positions.
F. Serve as a chairperson or co-chairperson of a PTO social or fundraising event.
Section 6. All elected executive board members shall deliver to their successor all official materials at the end of their term in May. They shall also answer any transitional questions for their successor in order to make the transition smooth. They shall also attend the June PTO meeting in order to assist their successor.
Section 7. The school principal’s role in the PTO
A. The school principal may participate as a member at general and executive board PTO meetings with full privileges of voice and vote.
B. The school principal shall keep the PTO apprised of any Board of Education and/or West Ottawa School District policy changes, federal of state law or directive changes that affect the programs or operation of the PTO.
C. The school principal may serve as a member of any committee of the organization, except the nominating committee with full privileges of voice and vote.
Section 8. The Teacher Representative’s role in the PTO
A. The teacher representative may participate as a member at general and executive board PTO meetings with full privileges of voice and vote.
B. The teacher representative shall act as a teacher liaison between the teaching staff and the PTO.
C. The teacher representative may serve as a member of any committee of the organization, except the nominating committee with full privileges of voice and vote.
Article VII – Meetings
Section 1. Regular meetings of the PTO shall be held on the second Tuesday of the month, unless otherwise provided by executive board majority vote.
A. The time and place of the meetings for the school year is to be determined no later than the August planning meeting preceding the start of the school year. These times and dates are to be posted for all PTO bulletin for all members bulletin board.
B. The agenda for each meeting is to be posted on the PTO bulletin board three days prior to the meeting. It shall include; topics to discuss, any voting that will take place and the name of the teacher representative scheduled to attend. It may also include important topics from the school principals.
C. The agenda points shall also be listed in the School Newsletter the Friday prior to the scheduled PTO meeting in order to inform the entire community.
Section 2.
A. Minutes will be recorded at all special meetings and presented at the next scheduled regular PTO meetings.
Section 3. A simple majority of those present at regular and special PTO meetings shall constitute a quorum for the transaction of business at the meetings.
Section 4. Order of business at PTO meetings shall follow these general guidelines:
-Welcome and Introductions – President
- Concerns and/or comments from any PTO members present
- Approval of last month’s minutes – Secretary
-District and School News – Sheldon Woods Principal
- Committee Reports – Committee Chairperson(s)
-Unfinished Business – Various Board Members
- New Business/Open Discussion – Various Members
- Treasurer’s Report – Treasurer
Article VIII – Standing and Special Committees
Section 1. The president(s), with the approval of the executive board and/or the general membership, shall designate any and all committees considered necessary to perform the business of the organization with the exception of the nominating committee.
A. Any member of the PTO may serve as chair or co-chair of any committee.
B. Each committee chair and/or co-chair may serve consecutive terms, until the selection of a successor.
Section 2. All committee members are required to report the committees’ progress and activities at a PTO meeting.
Section 3. All committee activities and expenditures must be authorized by the executive board or at a PTO meeting by majority vote.
Section 4. Each committee is responsible for its internal communications, which must be approved by the PTO secretary or president.
Section 5. All funds or money garnered from a PTO sponsored event must be turned over to the treasurer at the end of the event of the following school day.
Article IX – Organizational Authority
The principal of Sheldon Woods Elementary School, under the auspices of the West Ottawa School District, reserves the right of approval of any and all business conducted by any and all committees or boards operating under the authority of the general membership of the PTO.
Article X – Dissolution
Section 1. The process of dissolution must begin with the unanimous vote of the executive board to bring the issue of dissolution to a regular monthly PTO meeting.
A. The entire membership (parents, staff, faculty, and building administrators) must be notified of this meeting one week prior to meeting.
Section 2. Dissolution of the organization will require a 2/3 majority vote at a regular PTO meeting.
Section 3. The executive board shall supervise the dissolution of the PTO as directed in these bylaws.
Section 4. In the event of permanent closure of Sheldon Woods Elementary the PTO will automatically by dissolved.
Article XI – Rules of Procedure
Parliamentary procedures not specifically addressed by these bylaws shall be governed by “Roberts’ Rules of Order” as amended and revised, in all places in which applicable, with the intent of providing all member the opportunity to participate in the organization and allow the organization to accomplish its objectives.
Article XII – General Operating Fun
The executive board shall leave the next successive board a general operating fund of no less than $2000.00.
Article XIII – Bylaw Amendments
Section 1. These bylaws may be amended at any regular PTO meeting by a majority vote of the executive board members.
Section 2. These bylaws MUST be reviewed, approved by majority vote and signed by every executive board member including the school principal and faculty representative each year by the end of September.
Article XI – Signatures
President(s): _____________/_______________ _____________/_______________
Vice President(s): _____________/_______________ _____________/_______________
Treasurer(s): _____________/_______________ _____________/_______________
Secretary(s): _____________/_______________ _____________/_______________
Volunteer Coordinator(s): _____________/_______________ _____________/_______________
Sheldon Woods Principal: _____________/_______________
Sheldon Woods Teacher Representative: _____________/_______________