BYLAWS & POLICIES
VMSS PTO By-Laws
General Timeline
March PTO Meeting: Introduce new by-laws
April PTO Meeting: Open nominations for board positions
May 1: Nominations due, by-laws go into effect
VMSS PTO By-Laws
Adopted August 2022
Article I. Name of Organization
This organization’s name shall be the Valley Middle School School Parent Teacher Organization, hereafter referred to as Valley Middle School PTO, VMSS PTO, or PTO.
Article II. Purpose
The purpose of the VMSS PTO is to provide support to and communication with parents, teachers, students, administrators, and the surrounding community. The PTO is a nonprofit organization that exists for charitable, educational, and scientific purposes, including the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code.
Article III. Goals of VMSS PTO
To foster a cooperative relationship between parents, teachers, support staff, and school administrators.
To encourage family participation within the school.
To encourage families to volunteer in the school and/or on district committees.
To plan and carry out special events, of which all monies raised will be used to directly benefit the school and students.
To keep families informed about the school’s educational programs and district strategic goals.
To encourage community awareness and communication between the school and the citizens of the community.
Article IV. Limitations
In order to protect the rights of individuals and ongoing educational programs, the VMSS PTO agrees to abide by the following limitations:
It shall not violate the district’s personnel agreements, contracts, policies, or interfere with the professional performance of the school staff.
It shall not infringe on individual students’ legal rights, groups of students, teachers, parents, or community.
It shall not become involved in, or interfere with, specific curriculum decisions unless the district or school requests input.
It 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. Individual members may campaign as they wish.
It shall not carry on any other activities not permitted to be carried on by an organization exempt from federal income tax under Section 501(c)(3).
Article V. Standing Rules
Parliamentary Authority will be Robert’s Rules of Order.
A simple majority of votes cast passes motions.
Votes for Executive Board elections will be counted by two non-nominated general members to be determined prior to the election. All other votes will be counted by any two members to be determined prior to the vote.
Changing a bylaw requires a simple majority vote of members present at the general meeting if a minimum 10-day notice has been given that the change will be considered. If no notice has been given and the change is to be made immediately, a two-thirds majority of members present is required in accordance with Robert’s Rules of Order.
All PTO members are required to read and adhere to the PTO Whistleblower Policy attached hereto as Appendix A, and the Conflict of Interest Policy attached hereto as Appendix B.
A building permit must be obtained prior to all PTO-sponsored events occurring on school property.
PTO-sponsored events must follow all school policies.
Article VI. General Meetings
General meetings shall be held during the school year on the first Wednesday of the month at 5:00 pm or as set by the Executive Board. The dates will be posted in the school calendar, in the school newsletter, and on the PTO website.
The PTO President will conduct the meetings. If the President is unable to attend a meeting, the next ranking officer shall conduct the meetings.
Special general meetings may be called by the President or by two members of the Executive Board, or by five members of the general membership. Ten days’ notice will be required for these meetings.
Article VII. General Membership Policies
Any parent, guardian, or other adult standing in loco parentis for a student at VMSS may be a member and shall have voting rights. Any VMSS teacher or staff may be a member and shall have voting rights. The President and Principal may be non-voting members.
Each voting member has the right to one vote. Members must be present to vote, with the exception of extenuating circumstances as approved by the Executive Board. The President may vote in the event of a tie.
Each voting member has the right to propose motions.
School and PTO property/supplies shall only be used for PTO purposes.
PTO members shall not distribute personal parent information.
All flyers and any other forms of communication that are or could be construed to be official in nature must be reviewed and approved by the President prior to distribution.
Article VIII. Responsibilities/Duties of General Members
To be willing to help the PTO in whatever capacity the member is available. Meeting attendance is not mandatory to be a general member.
To elect PTO officers in May of each year.
To participate in school activities, committees, events, fundraisers, and educational programs sponsored by the PTO.
To provide input and vote on expenditures of funds earned by the PTO.
To share ideas and concerns relating to PTO-sponsored events.
To review the bylaws at the first meeting of each school year.
Article IX. Elections and Terms of Office for Executive Board
The elected offices of the VMSS PTO Executive Board shall consist of/rank as follows:
President
Vice President / Co-President
Secretary
Treasurer
Executive Board positions are one-year terms. Officers may hold only one Executive Board position at a time.
All elected officers must have a child currently enrolled in VMSS. In the event any current elected officer no longer has a child enrolled at VMSS, for any reason, said officer will be considered to have resigned and that Executive Board position will be considered vacant.
Any vacancy, other than President, occurring in office shall be filled, for the remainder of the term, by a person elected by a simple majority vote of the PTO Executive Board.
Nominations will be accepted for all of the above listed positions no later than May first for elections at the May meeting. No person shall be elected to an office without his or her consent.
The President may vote in the election of officers, but her/his vote will only be counted in the event of a tie.
Newly elected officers of the PTO shall assume the responsibilities of their offices following the adjournment of the May PTO General meeting.
Article X. Responsibilities/Duties of the Executive Board
The Executive Board has the power to act in an emergency without the PTO General members’ consent.
All officers, including the President, have the right to one vote during Executive Board meetings. Executive Board members may be considered present and available to vote by any technological means available.
To create and present a proposed budget for a vote of approval at the school year’s first scheduled General Membership meeting.
To approve routine expenses.
The Executive Board may vote to allocate funds of $100.00 or less without bringing the request to the General Membership meeting for a vote, not to exceed $750.00 per fiscal year.
To allocate reward program benefits.
To turn over to incoming Board members all relevant documents and information upon completion of term.
To collaborate with active councils and committees working within the school.
To create special committees as needed.
The PTO Executive Board
PTO President
The President should be willing to dedicate 2-4 hours per month for meetings, including the Executive and General Membership meetings.
Responsibilities
Conduct all PTO Executive Board and General Membership meetings.
Confer with the Principal prior to meetings.
Prepare agenda prior to meetings and send out Communications.
Gather updates from Executive Board and General members on their specific roles to ensure that all PTO goals are being achieved.
Attend district meetings, as necessary.
Create upcoming school year calendar with Principal and Board members.
Coordinate elections of Board members.
Coordinate summer budget meeting.
Vote only to break a tie during General Meetings.
If legally required, prepare for audit and find a professional to conduct the same.
Vice President / Co-President
The Vice President should be willing to dedicate 2-4 hours per month for meetings, including the Executive and General Membership meetings.
Responsibilities
Conduct PTO Executive Board and General Membership meetings if the President is absent or unable to serve.
Become the President if the position becomes vacant.
Create and/or review and approve communication content including, but not limited to, special events, dates to be aware of, and school updates.
Maintain Facebook and website.
Post unapproved/approved meeting minutes to VMSS Website.
Manage email account and distribution list
Manage volunteer needs
Send notices of monthly and special meetings to the General Membership.
Secretary
The Secretary should be willing to dedicate 2-4 hours per month for meetings, including the Executive and General Membership meetings.
Responsibilities
Conduct meetings in the absence of the President and Vice President.
Record minutes, including attendance, of the Executive Board meeting and distribute them to Board members.
Record minutes, including attendance and vote tallies when appropriate, of the General Membership meeting and distribute to Board members.
Keep and bring a copy of the bylaws and Robert’s Rules of Order to all meetings.
Work with the entire PTO to document each Committee Chairs’ procedures in our VMSS Google Drive.
Complete and submit building permits in a timely manner.
Treasurer
The Treasurer should be willing to dedicate 2-4 hours per month for meetings, including the Executive and General Membership meetings.
Responsibilities
Maintain all checking/savings accounts.
Receive and deposit all money.
Pay out funds in accordance with the approved budget or as authorized by the Executive Board.
Prepare, along with the Executive Board, the yearly budget for the new school year.
Present budget and financial report to the Executive Board and General Membership meetings for approval when requested.
Keep an accurate record of receipts and expenditures.
File Federal and State Tax Returns by December 15th of each year.
File Annual Renewal of MN Nonprofit Corporation with Office of the Minnesota Secretary of State. Due by December 31st each year.
Monitor and renew tax-exempt status(if revoked due to not filing tax returns for 3 consecutive years).
Prepare financial statements for audit, as necessary.
Make purchases in a timely manner.
Communications Coordinator
The Communications Coordinator should be willing to dedicate 2-4 hours per month for meetings, including General Membership meetings, and be available for Executive Board meetings by request.
Responsibilities
Create and/or review and approve communication content including, but not limited to, special events, dates to be aware of, and school updates.
Maintain PTO Facebook and website.
Coordinate with school representatives to ensure school website/social media align with PTO events.
Distribute email content as needed.
Send email notice of monthly and special meetings to the General Membership.
Article XI. Removal from Executive Board
Removal from office may occur by a majority vote of the Executive Board (including the President).
A Board member could be subject to removal at any such time that he or she fails to perform assigned duties, is corrupt, or any act/behavior that brings dishonor to, or negates, the purpose and/or goals of this organization.
Removal shall take place only after the board has met in an effort to assess and discuss the problem and all attempts have been made to resolve the problem.
Article XII. Finances
The Executive Board will draft an estimated budget which will be approved at the August Executive Board meeting.
The General Membership must approve all spending that is 20% or more over budget.
The General Membership must approve all expenses over $100.00 that is not already listed in the budget.
Signers will be the Treasurer and at least one other person to be determined by the Executive Board.
Upon the dissolution of the PTO, any remaining funds shall be used to pay outstanding bills, and then, with the membership’s approval, used for the benefit of the school.
The fiscal year of the PTO runs from August 1st - July 31st.
In accordance with Federal law, Form 1023 and Form 990 or 990EZ for the most recent three years will be available for public review upon request.
Article XIII. Indemnity Clause
The VMSS PTO shall indemnify and hold harmless every Executive Board Member or Officer or Duly Authorized Agent of the Board or volunteer, their heirs, executors, and administrators, against all loss, cost and expense, reasonably incurred by them in connection with any action, suit or proceeding to which they may be made a party, by reason of being or having been a Board member, including reasonable matters wherein he/she shall be finally adjudged in such action, suit or proceeding to be liable for or guilty of negligence, except to the extent such liability, damage or injury is covered by any type of insurance; however, this indemnification shall not cover any acts of gross negligence, willful misconduct or with fraudulent or criminal intent. The foregoing rights shall be in addition to and not exclusive of all other rights to which such Director, Officer, or other Member of the Executive Board may be entitled.