PTO By-laws; just who are we and what do we do? This should explain it all.

Mustang PTO Bylaws

ARTICLE I: NAME, DESCRIPTION, & PURPOSE

Section 1: NAME---The name of the organization shall be "Mustang Parent Teacher Organization, aka: Mustang PTO". Located at James McGee Elementary, 4601 Horizon Drive, Pasco, WA, 99301, (509)547-6583.

Section 2: DESCRIPTION---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.

Section 3: PURPOSE---The purpose of the PTO is to enhance and support the educational experience at James McGee Elementary, to develop a closer connection between school and home by encouraging parent involvement, and to improve the environment at James McGee Elementary through volunteer and financial support.

ARTICLE II: MEMBERSHIP

Membership shall be automatically granted to all parents and guardians of James McGee Elementary students, plus all staff at James McGee Elementary. There are no membership dues. Members have voting privileges, one vote per member.

ARTICLE III: OFFICERS

Section 1: EXECUTIVE BOARD---The Executive Board shall consist of the following officers: President, Vice President, Vice President-Elect, Volunteer Coordinator, Secretary, Treasurer, and Communication Coordinator. Officer positions can be shared, with the exception of the Treasurer. In this instance, all persons sharing an office shall be given all the rights and responsibilities of the office as enumerated herein.

Section 2: TERM OF OFFICE---The term of office for all officers is one year, with the exception of Vice President-Elect which is two years, beginning July 1st, and ending June 30th.

Section 3: QUALIFICATIONS---Any PTO member in good standing may be elected as an officer of the PTO.

Section 4: DUTIES

Executive Board: Develop the PTO's annual budget, control all PTO activities, establish and oversee committees to conduct the work of the PTO, establish fundraising programs, and approve by majority vote of the Board unbudgeted expenditures of no more than $1000.00.

President: Preside at general PTO and Executive Board meetings when present, subject to the control of the Executive Board and the membership, serve as an official representative of the PTO, oversee committees, and retain official records of the PTO. Term is for one year. Can be removed from office by a majority plus one vote without cause.

Vice President: Preside at general PTO and Executive Board meetings when called upon to do so, subject to the control of the Executive Board and the membership, assist the President, serve as an official representative of the PTO, shall automatically become President if that position is vacated for any reason, and retain official records of the PTO. Term is for one year. Can be removed from office by a majority plus one vote without cause.

Vice President-Elect: Miscellaneous duties as assigned, preside at general PTO and Executive Board meetings when called upon to do so, subject to the control of the Executive Board and the membership, serve as an official representative of the PTO, shadows President during the first year, and retain official records of the PTO. Automatically becomes President during the second year. Term is for two years. Can be removed from office by a majority plus one vote without cause.

Volunteer Coordinator: Manages communications between school, PTO, and membership regarding volunteer needs. Acquires volunteers for all PTO events during school year. Can appoint committee to help acquire volunteers if needed. Shall serve as an official representative of the PTO, is subject to the control of the Executive Board and membership, and retain official PTO records. Term is for one year. Can be removed from office by a majority plus one vote without cause.

Secretary: Manages PTO records of events/happenings at all meetings and keeps PTO calendar. Works with all committees and administration when scheduling events. Records all votes and their outcomes, records start and end times of meetings, prepares meeting agendas with input from Executive Board. Is subject to the control of the Executive Board and the membership, serves as an official representative of the PTO, and retain official records of the PTO. Term is for one year. Can be removed from office by a majority plus one vote without cause.

Treasurer: Serves as custodian of PTO finances, collect revenue, pay authorized expenses, presents official financial report at each general meeting or when requested by Executive Board or membership, annually reports to the IRS, keeps bylaws updated when changes are made, serves as an official representative of the PTO, is subject to control of the Executive Board and the membership, and retain official records of the PTO. The PTO will supply Treasurer with most current software for finances and taxes at PTO expense. Term is for one year. Can be removed from office by a majority plus one vote without cause.

Communications Coordinator: Responsible for producing all event flyers, approval of all event flyers by Executive Board is mandatory, delivering either by email or in person such flyers to school office at least three weeks in advance of event so that printing and collating can be done at the convenience of office staff, keeps all information including flyers on website current, shall perform all other duties as requested by Executive Board, serves as an official representative of the PTO, is subject to control of the Executive Board and the membership, and retain official records of the PTO. Term is for one year. Can be removed from office by a majority plus one vote without cause.

Section 5: BOARD MEETINGS---The Executive Board shall meet monthly during the school year or at the discretion of the Executive Board. All meeting dates, times, and locations will be posted on website.

Section 6: REMOVAL---Any officer can be removed without cause by a majority plus one vote by the Executive Board and/or the membership.

Section 7: VACANCY---If a vacancy occurs on the Executive Board, the Board shall decide how and if to fill the vacancy, with the exception of President which shall be automatically filled by the Vice President.

Section 8: COMMITTEES---Committees may be created by the Executive Board as deemed necessary to promote and carry out the work of the PTO. These committees shall report directly to the Executive Board monthly. All monies must be counted and verified by at least two Executive Board members.

ARTICLE IV: MEETINGS

Section 1: GENERAL PTO MEETINGS---General PTO meetings shall be held to conduct the business of the PTO. Meetings shall be held monthly during the school year or at the discretion of the Executive Board.

Meetings are held for one hour, times and dates to be announced. All members present are allowed one vote.

Section 2: SPECIAL MEETINGS---Special meetings may be called by either the Executive Board or the membership by a majority plus one vote. Special meetings must be announced no less than seven days prior to Special meeting. All members present are allowed one vote.

Section 3: VOTING---Each member in attendance at a general PTO meeting is eligible to vote, one vote per member. Only Executive Board members are allowed to vote at Board meetings. Absentee and proxy votes are not allowed in either case. Executive Board members may vote by email if the Executive Board allows such action.

Section 4: QUORUM---Those persons present at a properly called general or special meeting shall be designated as a quorum and shall be entitled to take action on behalf of the organization.

ARTICLE V: FINANCIAL POLICIES

Section 1: FISCAL YEAR---The fiscal year of the PTO begins July 1 and ends June 30 the following year.

Section 2: BANKING---All funds shall be kept in checking and/or savings account(s) in the name of Mustang PTO requiring two signatures of the Executive Board and held at a local financial institution.

Section 3: REPORTING---All financial activity shall be recorded in a computer-based accounting system. The Treasurer shall reconcile the account(s) monthly and report all financial activity monthly.

Section 4: ENDING BALANCE---The organization shall leave a minimum of $4000.00 in the treasury at the end of each fiscal year.

Section 5: CONTRACTS---Authority to sign contracts is limited to Executive Board approval.

ARTICLE VI: BYLAW AMENDMENTS

Amendments to the PTO bylaws may be proposed by any PTO member. Amendments presented at a PTO meeting shall be considered for voting at a subsequent meeting. Majority plus one approval of all members present and voting is required to adopt an amendment to the bylaws.

ARTICLE VII: DISSOLUTION

In the event of dissolution of the PTO, any funds remaining shall be donated to James McGee Elementary or spent on items for James McGee Elementary.

ARTICLE VIII: PARLIAMENTARY AUTHORITY

The authority for this organization shall be Robert’s Rules of Order Newly Revised.

These bylaws were adopted on (10/04/2011)