By Laws

West Stafford School and Stafford Elementary School PTO Bylaws 

Article I:  Name

The name of this organization shall be West Stafford School and Stafford Elementary School Parent Teacher Organization; also known as the “WSS & SES PTO,” hereafter referred to as PTO.

Article II:  Purpose

The PTO is organized for the purpose of supporting the education of students at West Stafford Elementary School and Stafford Elementary School through promoting quality education and cultural experiences, but also, for fostering relationships between families, teachers, and the community.

The PTO is organized exclusively for charitable, educational, and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code.

No part of the net earnings of the corporation shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the corporation 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 the paragraph above. No substantial part of the activities of the corporation shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the corporation shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office. Notwithstanding any other provision of these articles, this corporation shall not, except to an insubstantial degree, engage in any activities or exercise any powers that are not in furtherance of the purposes of this corporation.

Article III: Membership

Any parent, guardian, or other adult standing in loco parentis for a student at West Stafford Elementary School or Stafford Elementary School may be a member.

Any teacher or staff member at West Stafford Elementary School or Stafford Elementary School may be a member.

Members of the PTO have voting rights. Said voting rights are limited, however, to one vote per household.

Dues, if any, will be established at the sole discretion of the Executive Board.

Article IV: Executive Board and Elections

The duties of the Executive Board include, but are not limited to, creating standing rules and policies for the PTO, establishing standing and temporary committees, preparing and submitting a budget to the members, approving routine expenses and time sensitive teacher and/or staff requests, preparing reports, and conveying recommendations and/or requests to the members.

The PTO Executive Board shall include Co-Presidents, Co-Vice Presidents, Co-Secretaries, and Co-Treasurers.

The Co-President shall preside over all PTO meetings, serve as the primary contact for the West Stafford and Stafford Elementary Principals, represent the PTO at external meetings, appoint Committee Chairs, serve as an unofficial member of all committees, and coordinate the work of all Executive Board Members and Committee Chairs.

The Co-Vice Presidents shall assist the President as needed, as well as carry out the President’s duties in his or her absence or inability to serve. The Co-Vice Presidents shall also act as liaison for all PTO Committees.

The Co-Secretaries shall prepare the agenda for all meetings with input from the other officers, send meeting notices to all members, take and record all PTO meeting minutes, and handle all other written correspondence as requested by the Executive Board. The secretary shall also keep a copy of the bylaws, meeting minutes, and membership list, readily available to provide upon Executive Board and/or member request.

The Co-Treasurers shall receive all funds of the PTO, keep an accurate record of expenditures with receipts, and pay out funds in accordance with the payment policies as established by the Executive Board. He or she will present a financial statement at every meeting, and at other times of the year, when requested by the Executive Board. He or she will also make a full report at year end. All financial statements and/or transactions are subject to an audit.  The Co-Treasurers will files the appropriate taxes and keep proof of filing.

Elections will be held at the last meeting of the school year. The Executive Board will select a candidate for each available position and present their nominations at a meeting held one month prior to the election. At the nomination meeting, members may nominate themselves, or others, from the floor. If only one candidate exists, voting will be by voice. If more than one candidate exists, voting will be completed by written ballot.

The Executive Board is elected for a one-year term.. In the event of an Executive Board position with no candidate, the prior officer may choose to continue their term.

Executive Board members may be removed from their position with cause by a majority vote of those present at a regular meeting. With cause includes the failure to perform assigned duties, corruption, or any act which brings dishonor to the organization. The removal vote shall only take place after appropriate due process procedures have been conducted.

If the either of the Co-President’s positions is vacated for any reason, one of the Co- Vice Presidents will automatically become the other President. At the next regularly scheduled meeting, a new Co-Vice President will be elected. If there is a vacancy in any other position, members will fill the vacancy through an election at the next regular meeting.

Article V – Meetings

Regular meetings of the PTO shall attempt to be on the same day and time each month as determined by the Executive Board. At the prior monthly meeting the next meeting date and time will be set.   In the event of an unavoidable conflict, the meeting will be rescheduled with at least one-week notice being provided to members.

Robert’s Rules of Order shall govern meetings when they are not in conflict with the PTO’s bylaws or any other special and/or standing rules.

Special and/or standing rules may be approved by the Executive Board at their sole discretion. The secretary shall commit the rules to writing for future reference, as needed.

Special meetings may be called by either Co-President, any two members of the Executive Board, and/or any five members by written request to the Secretary. Notice of the special meeting shall be sent to all members at least one-week prior to the meeting.

The annual meeting will be held in place of the April regular meeting. The annual meeting is for receiving reports, electing officers, and conducting other business that should arise.

Article VI – Committees

As indicated above, committees may be established and terminated at the sole discretion of the Executive Board. Committee Chairs will also be appointed by the Executive Board.

Committee members may consist of any PTO members.

The Committee Chair may utilize non-PTO members as volunteers with prior approval of the Executive Board.

Article VII – Finances

When applicable all checks will be written and signed at monthly PTO meetings.

A tentative budget shall be drafted in the Spring for the following school year and approved at a Fall meeting by a majority vote of the members present.

The executive board shall approve all expenses of the organization.

The Co-Treasurers shall keep an accurate record of any income, disbursements, and bank account information.

Two authorized signatures shall be required on each check as well as each monthly bank statement. Authorized signers include the Co-Presidents, Co- Vice Presidents, and Co-Treasurers.

The Co-Treasurers shall prepare a financial statement at the end of the fiscal year which will be subject to audit. The fiscal year shall coordinate with the school year (i.e., July – June).

An audit may be requested by any Executive Board member, five or more PTO members, the West Stafford Elementary School Principal, the Stafford Elementary Principal, and/or the Stafford Public School District at any time.

At least an amount equal to $3.00 per student balance shall be carried forward to the next school year.

Article VIII – Dissolution

The PTO may be dissolved with 30-day notice to members and a majority vote of those present at the dissolution special meeting.

Upon the dissolution of the PTO, any remaining funds shall be used to pay outstanding expenses, and then, shall either be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not so disposed of, shall be disposed of by a Court of Competent Jurisdiction inTolland County. Connecticut, exclusively for such purposes, or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.

Article IX – Bylaw Amendments

These bylaws may be amended at any regular or special meeting, provided that at least 30-day notice was given in writing to all members. Amendments will be approved by a majority vote of those present at the next meeting.

Article X – Conflict of Interest Policy

The purpose of the conflict of interest policy is to protect this tax-exempt organization’s interest when it is contemplating entering into a transaction or arrangement that might benefit the private financial interest of an Executive Board member or Committee Chair. This policy is intended to supplement, but not replace, any applicable state and federal laws governing conflict of interest applicable to non-profit and charitable organizations.

A financial interest exists if the person has either a direct, or indirect, ownership or investment interest in any entity with which the organization is contemplating a financial transaction or arrangement.

A financial interest is not necessarily a conflict of interest. To determine whether a conflict of interest exists, the non-interested Executive Board members will exercise due diligence to determine whether a more advantageous transaction or arrangement exists.

If a more advantageous transaction or arrangement exists and is readily available, then the PTO shall choose that transaction and/or arrangement.

If a more advantageous transaction or arrangement is not readily available under the circumstances, the non-interested Executive Board members shall determine by majority vote whether the transaction or arrangement with the interested person is in the PTO’s best interest or whether the transaction or arrangement shall be voided in its entirety.

Voted on ___________________________________