Bylaws

The Southwest High School PTS0 Bylaws were adopted by the newly formed PTSO board at the October 2016 PTSO executive board meeting.

Southwest High School PTSA

BYLAWS

Adopted October, 2016

ARTICLE I -Name

The name of this organization is the Southwest High School Parent-Teacher-Student Organization (Southwest PTSO), Minneapolis, Minnesota. It is a local and independent PTSO unit organized by the former board of the Southwest Parent-Teacher-Student Association.

** ARTICLE II - ARTICLES OF ORGANIZATION

[For explanation of ** and #, see Article V, Section 10]

The articles of organization of constituent organization include (a) the bylaws of such organization and (b) the certificate of incorporation or articles of incorporation of such organization (in cases in which the organization is a corporation) or the articles of association by whatever name (in cases in which the organization exists as an unincorporated association).

** ARTICLE III - PURPOSES

Section 1. The Purposes of the Southwest PTSO are:

  1. To promote the welfare of children preparing for high school and youth in high school within their home, school, community, and place of worship.
  2. To raise the standards of home life through social/emotional education for parents, teachers and students.
  3. To bring into closer relation the home and the school, that parents and teachers may cooperate intelligently in the education and welfare of children and youth.
  4. To develop between educators and the general public such united efforts as will secure for all children and youth the highest advantages in physical, mental, social, and spiritual education.

Section 2. The Purposes of the Southwest PTSO are promoted through advocacy and educational programs directed toward parents, teachers, students, and the general public; are developed through conferences, committees, projects and programs; and are governed and qualified by the basic policies set forth in Article IV.

Section 3. The organization 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 (hereinafter "Internal Revenue Code")

** ARTICLE IV - BASIC POLICIES

The following are basic policies of the Southwest PTSO:

  1. The organization shall be noncommercial, nonsectarian, and nonpartisan.
  2. The organization shall work to promote the health and welfare of children and youth and shall seek to promote collaboration between parents, schools, and the community at large.
  3. The organization or members in their official capacities shall not—directly or indirectly—participate or intervene (in any way, including the publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office; or devote more than an insubstantial part of their activities to attempting to influence legislation by propaganda or otherwise.
  4. The organization shall work with the schools to provide quality education for all children and youth and shall 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.
  5. The organization may cooperate with other organizations and agencies concerned with child welfare, but a PTSO representative shall make no commitments that bind the group that he/she represents into membership with other organizations.
  6. No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, directors, 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 forth in Article III hereof.
  7. Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (i) by an organization exempt from Federal income tax under Section 501 (c)(3) of the Internal Revenue Code, or (ii) by an organization, contributions to which are deductible under Section 170 (c)(2) of the Internal Revenue Code.
  8. Upon the dissolution of this organization, after paying or adequately providing for the debts and obligations of the organization, the remaining assets shall be distributed to the Southwest Foundation, a 501 (c)(3) organization serving Southwest High School, and/or other non-profit funds, foundations, or organizations which serve the Southwest High School community and have established their tax exempt status under Section 501 (c)(3) of the Internal Revenue Code.

ARTICLE V - NO RELATIONSHIP WITH STATE AND NATIONAL PTA

** Section 1. This PTSO shall be organized independently, not under the authority of the Minnesota PTSA nor with the National PTA, but shares a similar mission as applied to the local school community of Southwest.

This PTSO is one which:

  1. Adheres to the Purposes and basic policies of Parent Teacher Student Organizations;
  2. Has bylaws approved adhering to the laws of each state and Internal Revenue Code; and
  3. Meets other criteria as may be prescribed by a consortium of independent PTSOs.

Section 2. This PTSO shall keep such permanent books of account and records as shall be sufficient to establish the items of gross income, receipts, and disbursements of the organization including, specifically, the number of donations, and amount of any dues if collected. Such books of account and records shall at all reasonable times be open to inspection by an authorized representative of the IRS or other regulatory agency.

Section 3. The members of the nominating committee for officers of a constituent organization shall be elected by the membership, Board of Directors/Managers, Executive Board, or Executive Committee.

Section 4. The organization shall elect officers in May for the following school year and publish their names to the PTSO officer webpage by June 15.

ARTICLE VI - MEMBERSHIP AND DUES

Section 1. Membership in the Southwest PTSO shall be open, without discrimination, to anyone who believes in and supports the mission and purposes of the local organization.

Section 2. This PTSA shall conduct an annual enrollment of members (Campaign is strongest in the fall with the start of a new school year, and spring with the next new class enrollment), but may admit persons to membership at any time.

Section 3. Each member of this PTSO is not required to pay annual dues, but is encouraged to make a donation to the Southwest PTSO general fund ($20+ suggested) to be used to support programs advancing our mission.

Section 4. The Minnesota PTSA membership year extends from July 1 through June 30. Local units shall establish their own membership year.

ARTICLE VII - OFFICERS AND THEIR ELECTION

Section 1. Each officer and board member shall be a member of this PTSO.

Section 2. The officers of this organization shall consist of a president/ “acting president” (A.P.); vice-president/ “president elect” (V.P.); treasurer/database-directory coordinator; speaker coordinator, secretary of records (hard-copy and online); membership coordinator (marketing/promotion/parent mentor coordinator); advocates (of district & area; and under-represented populations, which may include various ethnic groups, special-needs, and/or otherwise identified under-represented communities); and the volunteer coordinator. When a volunteer coordinator staff position exists through the school, a PTSO volunteer coordinator position will not be necessary. The treasurer, membership coordinator, and volunteer coordinator will share efforts, whether as SW staff or fellow PTSO officers.

Section 3. Officers for the following school year shall be elected by the members present and voting at the May meeting, with four executive committee members constituting a quorum. If there is a competitive seat with more than one possible successor, the election to that position shall be by ballot, and the candidate for each office fielding the most votes will be the elected officer. If there is but one nominee for any office, the election for that office may be by voice vote, a simple affirmative majority required for election in that case.

Section 4. Officers shall assume their official duties following the close of the meeting in May and shall serve for a term of two years or until their successors are elected and properly trained. Rotating and overlapping (staggered) terms are recommended (1st yr trainee/2nd yr advisor).

Section 5. A person shall be eligible to serve more than two consecutive years in the same office, but trainee/advisory overlap of no less than one month is required, with comprehensive training essential to the success of the new officer and the continuity of the office.

Section 6. Training of new officers by exiting officers is mandatory before the end of the first month of transition. The old and new officer must together review the officer job description, responsibilities, and specific documents, calendar items and events pertinent to the position. The organization has guides for each major officer category, which also must be reviewed in their entirety by the new officer within the first month of taking office (new officers submit their email to the secretary of records who will "share" the online officer descriptions and other PTSO materials through google docs).

Section 7. Nominating Committee:

  1. There shall be a nominating committee composed of an uneven number of members, and no fewer than 3, who shall be elected by the executive committee at least one month prior to the election of officers. The nominating committee shall elect its own chairperson.
  2. The nominating committee shall nominate an eligible person for each office to be filled and report its nominations at the regular meeting in May, at which time additional nominations may be made from the floor.
  3. Only those persons who have signified their consent to serve if elected shall be nominated for or elected to office.

Section 8. A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the executive committee. In case a vacancy occurs in the office of president, the vice-president shall serve notice of the election.

ARTICLE VIII - DUTIES OF OFFICERS

The PTSO executive board includes the PTSO officers, the school principal, volunteer coordinator (V.C.), and other individuals that the group requests. The purpose of the PTSO executive board is to carry out the work and business of the PTSO including to: coordinate & oversee PTSO committees, establish and monitor an annual budget, collect donations, and encourage membership.

Section 1. The Acting President (A.P.) shall:

  1. Provide an Agenda one week prior to each executive board meeting;
  2. Preside at all meetings of the Southwest PTSO, approximately five per year;
  3. Oversee the efforts of the executive board (see duty descriptions below).
  4. Coordinate, in conjunction with the volunteer coordinator, the work of the officers and committees of the Southwest PTSA in order that the Purposes may be promoted;
  5. Arrange, with the volunteer coordinator, for PTSO executive board attendance at joint school/PTSO parent informational events to increase communication with members, encourage new memberships, and foster a greater sense of connection and community within the school (all board members share responsibility to attend a minimum of two events throughout the membership year).
  6. Share event speech duties with V.P. and/or other executive committee members to promote membership in PTSO at parent events, and coordinate with SWF so that PTSO and SWF reps appear together at events whenever possible.
  7. Prepare a brief PTSO update to be shared at each general meeting (speaker nights);
  8. Be an ex officio member of all committees except the nominating committee;
  9. Perform such other duties as may be prescribed in these bylaws or assigned by the Southwest PTSO;
  10. Attend events to show a strong PTSO presence & engage attendees in our mission.
  11. Suggested: When the Acting President finishes their term (having served one year as V.P., and one year as A.P.), they become an advisor/mentor Former President (F.P.) for greater continuity of ideas and practices.

Section 2. The Vice President/ President Elect (V.P.) shall:

  1. Act as aide to the president in preparation for assuming the role of A.P the following year;
  2. Perform the duties of the president or other officer in the absence or inability of that officer to serve;
  3. Share event speech duties with A.P. and/or other executive committee members to promote membership in PTSO at parent events, and coordinate with SWF so that PTSO and SWF reps appear together at events whenever possible.
  4. Perform such other duties as may be assigned by the Southwest PTSO;
  5. Attend at least two events in each membership year to increase communication with members, encourage new memberships, and foster a greater sense of connection and community within the school, to show a strong PTSO presence & engage attendees in our mission.

Section 3. The Treasurer shall:

  1. Maintain custody of all funds of the Southwest PTSO;
  2. Keep a full and accurate account of receipts and expenditures;
  3. Make timely disbursements as authorized by the president, executive committee, or association in accordance with the budget adopted by the Southwest PTSO;
  4. Have checks or vouchers signed by authorized person(s) and have bank statements reviewed quarterly by another member of the Executive Board or the staff Volunteer Coordinator;
  5. Present an up-to-date financial statement at every meeting of the Southwest PTSO and at other times when requested by the executive committee;
  6. Submit the books for an annual audit at least two weeks before the annual meeting in May, at which new officers assume duties or upon change of the treasurer officer, to an auditor or an auditing committee of not fewer than three members, who, satisfied that the treasurer’s annual report is correct, shall sign a statement of that fact at the end of the report;
  7. Make a full financial report of the past year and propose an annual budget for the following year for consideration by the executive committee at the last meeting of the membership year (the May meeting).
  8. Be responsible for the maintenance of such books of account and records as conform to the requirements of the IRS.
  9. Submit proper forms (990N) to the IRS to maintain non-profit status as a 501(c)(3) within three months of the end of each fiscal year (July 1-June 30).
  10. Attend at least two events in each membership year to increase communication with members, encourage new memberships, and foster a greater sense of connection and community within the school, to show a strong PTSO presence & engage attendees in our mission.

Section 4. The Speaker Coordinator shall:

  1. Research and network for topics and speakers (3 or 4 per yr.);
  2. Work with executive board to schedule and promote parent education speakers for the year (set schedule before school’s start for first speaker in October);
  3. Preside at the PTSO parent education speaker meetings (3 or 4 per yr.);
  4. Attend at least two events in each membership year to increase communication with members, encourage new memberships, and foster a greater sense of connection and community within the school, to show a strong PTSO presence & engage attendees in our mission.

Section 5. The Secretary -Records (Secretary) shall:

  1. Attend all meetings and record the minutes of the Southwest PTSO and executive board and distribute them online (by email or website posting) to the membership or board (respectively) within one week;
  2. Maintain a current copy of the bylaws, preside over review and updates (every four years), submit changes to the executive committee for approval, and post new bylaws on the PTSA Bylaws web page;
  3. Maintain a current list of PTSA officers and committee chairs throughout the year, keep an online record in google docs, accessible by all involved parties ("shared" with all emails listed);
  4. Perform other duties as assigned;
  5. Attend at least two events in each membership year to increase communication with members, encourage new memberships, and foster a greater sense of connection and community within the school, to show a strong PTSO presence & engage attendees in our mission.

Section 6. The Secretary -Webmaster shall:

  1. Maintain the list of PTSA calendar events and arrange to send notification to the board one week prior to each event;
  2. Maintain and update online master & supporting documents and assist board members to update online files and website information as needed;
  3. Perform other duties as assigned;
  4. Attend at least two events in each membership year to increase communication with members, encourage new memberships, and foster a greater sense of connection and community within the school, to show a strong PTSA presence & engage attendees in our mission.

Section 7. The Secretary -Membership/Database/Directory shall:

  1. Collaborate with staff V.C. to Maintain a current copy of an up-to-date membership list;
  2. Collaborate with staff V.C. to create, promote, sell, and distribute the PTSA Student Directory;
  3. Create an up-to-date member database and coordinate the transfer/entry of data to a secure database;
  4. Perform other duties as assigned;
  5. Attend at least two events in each membership year to increase communication with members, encourage new memberships, and foster a greater sense of connection and community within the school, to show a strong PTSO presence & engage attendees in our mission.

Section 8. The Membership -Marketing/Promotion/Parent Mentor shall:

  1. Coordinate communication efforts with the staff V.C. to recruit new PTSO committee chairs and volunteers. (Keep ahead of demand by filling 1st year of min 2 year staggered terms annually.);
  2. Promote SW and PTSO within feeder schools and neighborhood communities, develop concepts into event/marketing plans, and work with the staff V.C. to coordinate plans +/or create and distribute promotional info/materials;
  3. Work with the executive board to coordinate efforts on the events calendar (and work with webmaster to keep the events calendar up to date);
  4. Work with staff Parent Liaisons to improve communication with, and support for, under-represented and at-risk families (from distant neighborhoods, non-English-speaking households, etc.)
  5. Work with Speaker Chair to promote Speaker Nights effectively, including planning for appropriate number of attendees (materials, seating, food);
  6. Solicit donations for promotional currency & PTSO events & programs
    • gift cards from local merchants, Target, Best Buy, etc. for teacher gifts;
    • coffee & cookies for open houses, speaker series, etc.;
    • fruit, bagels, cream cheese, juice & coffee for 1st & last day breakfasts;
    • help SW staff parent liaisons coordinate food & rides for after school tutoring;
  7. Attend events to show a strong PTSA presence & engage attendees in our mission

Section 9. The Advocate -District & Area shall:

  1. Gather information and attend meetings to Report to the executive board about area, district, and state level activity that affect the school;
  2. Consult with Speaker Coordinator about relevant speaker topics;
  3. Connect with Advocate of Under-Represented Communities to hear what changes they would like at school. Report to the executive board about their desires as well as school/district/and state level activity that affect our school, especially as related to under-represented communities.
  4. Coordinate parent/teacher/student educational opportunities.
  5. Work with staff V.C. to plan projects to increase member awareness and involvement and coordinate volunteers in relevant educational opportunities.
  6. Plan, promote & attend events to show a strong PTSO presence and support for all, with special attention to under-represented communities, and attend at least two events in each membership year to increase communication with members, encourage new memberships, and foster a greater sense of connection and community within the school.

Section 10. The Advocate -Under-Represented Communities shall:

  1. Gather information and attend meetings to Report to the executive board about area, district, and state level activity that affect under-represented communities;
  2. Consult with Speaker Coordinator about relevant speaker topics;
  3. Connect with under-represented communities to hear what changes they would like at school. Report to the executive board about their desires as well as school/district/and state level activity that affect our school, especially as related to under-represented communities.
  4. Coordinate parent/teacher/student educational opportunities.
  5. Work with staff V.C. to plan projects to increase member awareness and involvement and coordinate volunteers in relevant educational opportunities.
  6. Plan, promote & attend events to show a strong PTSO presence and support for all, with special attention to under-represented communities, and attend at least two events in each membership year to increase communication with members, encourage new memberships, and foster a greater sense of connection and community within the school.

Section 11. All officers shall perform the duties outlined in these bylaws and those other duties assigned from time to time. Upon the expiration of the term of office or in case of resignation, each officer shall turn over to the president, without delay, all records, books, and other materials pertaining to the office, and shall return to the treasurer, without delay, all funds pertaining to the office.

ARTICLE IX - EXECUTIVE COMMITTEE

Section 1.

  1. The executive committee shall consist of the officers of the Southwest PTSO and the principal of the school or a representative appointed by the principal.
  2. The president may appoint a parliamentarian, subject to the approval of the officers of the Southwest PTSO. If the parliamentarian is a member of the Southwest PTSO, the parliamentarian shall retain all rights of membership including the right to vote.

Section 2. The duties of the executive committee shall be:

  1. To transact necessary business in the intervals between association meetings and other such business as may be referred to it by the Southwest PTSO;
  2. To create standing and special committees;
  3. To approve the plans of work of the standing and special committees;
  4. To present at the regular meetings of the Southwest PTSO a report of business undertaken by the executive committee;
  5. To select an auditor or an auditing committee to audit the treasurer’s account;
  6. To prepare and submit to the Southwest PTSO for adoption a budget for the year;
  7. To approve routine bills within the limits of the budget.

Section 3. A PTSO member shall not serve as a voting member of a constituent organization's board at the local, council district, region, state or national level while serving as a paid employee of, or under contract to, that constituent organization.

Section 4. Regular meetings of the executive committee shall be held during the school year, the dates and times to be proposed at the last meeting of the membership year, and approved by the board at its first meeting of the new membership year. Four executive committee members shall constitute a quorum. Special meetings of the executive committee may be called by the president or by a majority of the members of the board, at least three days’ notice being given.

ARTICLE X - MEETINGS

Section 1. Regular meetings of the Southwest PTSO shall be held a minimum of three times during the membership year (July 1- June 30), with the executive committee meeting dates proposed at the last meeting of each membership year and approved at the first meeting of each membership year, with seven days notice if there is a change of date.

Section 2. Special meetings of the Southwest PTSO may be called by the president or by a majority of the executive committee, three days notice having been given.

Section 3. The election meeting shall be held in the month of May.

Section 4. Four executive committee members shall constitute a quorum.The affirmative vote of a majority of the quorum shall be the minimum vote requirement for the adoption of any motion.

Section 5. Regular and Special Meetings of the Executive Committee, Standing and Special Committees, may be held by electronic means (such as e-mail or other Internet communication systems, telephone conferences, video conferences, facsimile, etc.) subject to the following:

a. A majority of the Assembly members shall have access to the appropriate electronic meeting media, as verified by their response to a call for any particular meeting. This majority shall constitute the quorum for the meeting and, once established, shall be assumed present until the meeting is adjourned.

b. The technology used for the electronic meetings shall allow the members full access to and full participation in all meeting transactions either continuously or intermittently throughout the specified time of the meeting.

c. Procedural rules related to the conduct of electronic meetings shall be established and promulgated by the Executive Committee.

Section 5. Four members shall constitute a quorum for the transaction of business in any meeting of this association.

Section 6. Proxy voting of board members shall be allowed in writing.

ARTICLE XI - COMMITTEES

Section 1. Only members of the Southwest PTSO shall be eligible to serve in elected or appointed positions.

Section 2. The executive committee may create or eliminate such standing and special committees as it may deem necessary to promote the Purposes and carry on the work of the Southwest PTSO.

Section 3. Chairpersons of standing committees shall be selected by the executive committee. The chairperson of each standing committee shall be provided a plan of work that the executive committee has approved. No committee work shall be undertaken without the consent of the executive committee.

Section 4. The president shall be an ex officio member of all committees except the nominating committee.

ARTICLE XII - COUNCIL ORGANIZATIONS

Section 1. Where there are three or more units within a school district, county or city, or in close proximity, these units may organize into councils for the purpose of conference, leadership training and coordination of the efforts of the local PTO units. Councils shall not legislate for local units.

ARTICLE XIII - FISCAL YEAR

The fiscal year of this association shall begin on October 1 and end on the following September 30, as it stands in the records of the Department of Treasury, IRS. (This is not the same as the membership year, which begins July 1 and ends June 30) The treasurer shall submit proper forms (990N) to the IRS to maintain non-profit status as a 501(c)(3) within three months of the end of each fiscal year.

ARTICLE XIV - PARLIAMENTARY AUTHORITY

The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern the Southwest PTSO and its constituent organizations in all cases in which they are applicable and in which they are not in conflict with these bylaws, or the articles of incorporation.

ARTICLE XV - AMENDMENTS

Section 1. These bylaws may be amended at any regular meeting of the Southwest PTSO by a two-thirds vote of the members present and voting, provided that:

  1. Notice of the amendment has been given at the previous regular meeting or in writing thirty days prior to the meeting at which the amendment is moved,
  2. A quorum has been established at the meeting, and
  3. The proposed amendment shall be subject to approval by the membership present at the meeting.

Section 2. A committee may be appointed by a majority vote of the Southwest PTSO or by two-thirds vote of the executive committee to submit a revised set of bylaws as a substitute for the existing bylaws. The requirements for adoption of a revised set of bylaws shall be the same as for an amendment.

Section 3. Amendments or revised bylaws must be posted to the public PTSA Bylaws webpage within one week of approval.