P.T.O.
Shadowbriar P.T.O. Bylaws
SHADOWBRIAR
(ELEMENTARY/MIDDLE) SCHOOL
PARENT
TEACHER ORGANIZATION
BYLAWS
ARTICLE
I: NAME
The
name of this organization is the Shadowbriar Parent Teacher Organization (PTO),
Houston, Texas.
ARTICLE
II: ARTICLES OF ASSOCIATION
The
articles of association of the Shadowbriar School Parent Teacher
Organization (PTO) includes the bylaws of this organization.
ARTICLE
III: OBJECTIVES
Section
1. The Objectives of the
Shadowbriar PTO shall be:
To
bring into closer relation the home and the school, that parents and teachers
may cooperate intelligently in the education of Shadowbriar students.
To
develop between educators and parents such united efforts as will secure for all
students the highest advantages in physical, mental, social, and spiritual
education possible.
Section
2. The Objectives of the
Shadowbriar PTO are promoted through an educational program directed toward
parents, teachers, 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 the
corresponding section of any future Federal Tax Code (hereinafter “Internal
Revenue Code”.)
ARTICLE
IV: BASIC POLICIES
Section
1. This organization shall be
noncommercial, nonsectarian, and nonpartisan.
Section
2. The name of the organization or
the names of any members in their official capacities shall not be used to
endorse or promote a commercial concern or in connection with any partisan
interest of for any purpose not appropriately related to promotion of the
Objectives of the organization.
Section
3. The organization shall not – directly or indirectly – participate or
intervene (in any way, including the publishing or distribution 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 its activities to
attempting to influence legislation by propaganda or otherwise.
Section
4. The organization shall work with
the school to provide quality education for all students, and shall seek to
participate in the decision-making process establishing school policy and
practices, but shall seek neither to direct the administrative activities of the
school nor to control its policies.
Section
5. The organization may cooperate
with other organizations and agencies active in child welfare, such as
conference groups or coordinating councils, provided its representative(s) makes
no commitments that bind the group he/she represents.
Section
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 Objectives set forth in Article III hereof.
Section
7. In the event of the dissolution
of this organization, after paying or adequately providing for the debts and
obligations of the organization, the remaining assets shall be given to
Shadowbriar School or in its absence, distributed to one or more non-profit
funds, foundations or organizations which have established their tax exempt
status under Section 501(c)(3) of the Internal Revenue Code as from time to time
amended.
ARTICLE
V: MEMBERSHIP AND DUES
Section
1. This PTO shall conduct an annual
enrollment of members, (dates to be determined by the Executive Board), but may
admit persons to membership at any time.
Section
2. Any teacher, parent or guardian
of a student attending Shadowbriar School who subscribes to the Objectives and
basic policies of the Shadowbriar School PTO may become a member of the
organization, subject to compliance with the provisions of the bylaws as from
time to time amended.
Section
3. Membership in this PTO
shall be made available without regard to race, color, creed or national origin.
Section
4. Every individual who is a member
of this PTO is, by virtue of that fact, entitled to all the benefits of such
membership.
Section
5. Each member shall pay annual
dues as determined by the Executive Board, to the organization, to run
concurrent with the academic year.
Section
6. The annual dues shall be
collected during the membership drive, or at the time of admittance to
membership in the organization, as applicable.
Faculty membership is to be encouraged with dues to be one-half of
regular family dues.
Section
7. Only members of the organization
shall be eligible to participate in the business meetings or serve in any
elected or appointed position.
ARTICLE
VI: OFFICERS AND THEIR ELECTION
Section
1. Each officer shall be a member of the Shadowbriar PTO.
Section
2. Officers and their election:
a.
Officers of this organization shall consist of a President, a First
Vice-President, a Second Vice-President, a Recording Secretary, a Corresponding
Secretary, a Treasurer, and a Parliamentarian;
b.
Officers shall be elected at the annual May meeting of the general
membership. However, if there is
but one nominee for an office, election for that office shall be by voice vote;
c.
Officers shall hold office for one year or until successors are elected.
Any vacancy of an elective office shall be filled by a majority vote of
the members of the Executive Board;
d.
No officer shall serve more than two consecutive terms in the same
office. One who has served more
than one-half of a term shall be credited with having served that term.
Section
3. Nominating Committee:
a.
There shall be a nominating committee composed of seven members with
every effort made to have at least one representative from all the schools in
the feeder pattern, as amended from time to time;
b.
Committee members shall be elected at the March meeting by the Executive
Board. The committee shall elect
its own chairperson immediately following this meeting;
c.
The nominating committee shall nominate an eligible person for each
office to be filled and report its nominees at the May meeting at which time
additional nominations may be made from the floor;
d.
Only those persons who have signified their consent to serve if elected,
shall be nominated for, or elected to office;
e.
No member shall automatically serve on this committee because of their
office in the organization;
f.
The President does not serve as a member of this committee, nor
does he/she appoint any member of the committee;
g.
Members of this committee shall not be barred from becoming nominees for
office.
Section
4. Vacancies
a.
A vacancy occurring in any elected office shall be filled for the
unexpired term by a person elected by a majority vote of the Executive Board,
notice of such election having been given;
b.
In case of a vacancy occurring in the office of President, the First Vice
President shall serve notice of the election.
Section
5. Removal from office
a.
By two-thirds vote of the Executive Board, an officer or committee
chairperson may be removed from office for failure to perform duties;
b.
An officer or committee chairperson who misses three consecutive meetings
may be removed from office.
ARTICLE
VII: DUTIES OF OFFICERS
Section
1. The President shall:
a.
Coordinate the work of the officers and committees of the organization in
order that the Objectives may be promoted;
b.
Confirm that a quorum is present before conducting any business at any
meeting of the organization;
c.
Preside at all meetings of the organization, with the exception of the
nominating committee;
d.
Appoint chairperson(s) of special committees subject to approval of the
Executive Board;
e.
Be authorized to sign on bank accounts.
Two of three authorized signatures shall be required on all checks;
f.
Call a meeting of the officers for the purpose of selecting standing
committee chairperson(s);
g.
Be a member ex-officio of all committees except the nominating committee;
h.
Perform such other duties as may be prescribed in these bylaws or
assigned by the organization; and
i.
The final duty of the President shall be to present copies of the bylaws
to each newly elected or appointed member of the Executive Board at their first
meeting in the presence of the outgoing Executive Board.
Section
2. The First Vice-President shall:
a.
Act as an aide to the President;
b.
Preside in the absence of the President;
c.
Perform the duty of organizing the membership drive for the organization;
and
d.
Perform other duties as assigned by the President or organization.
Section
3. The Second Vice-President shall;
a.
Preside in the absence of the President and the First Vice-President;
b.
Be responsible for fundraising activities of the organization;
c.
Perform other duties as assigned by the President or organization.
Section
4. The Recording Secretary shall:
a.
Record the minutes of all meetings of the organization;
b.
Have a current copy of the bylaws, as amended from time to time;
c.
Maintain a membership list; and
d.
Perform other duties as assigned by the President or organization.
Section
5. The Corresponding Secretary
shall:
a.
Conduct the correspondence of the organization;
b.
Read and file all incoming communications and distribute copies of such
to the appropriate officer(s);
c.
Perform the duties of the Recording Secretary in their absence; and
d.
Perform other duties as assigned by the President or organization.
Section
6. The Treasurer shall:
a.
Have custody of all the funds of the organization;
b.
Keep books of accounts and records including bank statements, receipts,
budgets, invoices, paid receipts, and canceled checks for five years;
c.
Make disbursements as authorized by the President, Executive Board or
organization in accordance with the budget adopted by the organization, as may
from time to time be amended;
d.
Sign bank accounts (two of three authorized signatures shall be required
on all checks);
e.
Present a financial statement at general
meetings, Executive Board meetings and otherwise when requested by the
organization or Executive Board; and
f.
Make a full report at the meeting at which new officers assume their
duties.
Section
7. The Parliamentarian shall:
a.
Be familiar with Parliamentary procedure;
b.
Advise on matters of parliamentary procedure when requested;
c.
Perform duties as assigned by the President; and
d.
Upon request of the President, and subject to Executive Board approval,
may act as Legislative Liaison for the organization.
ARTICLE
VIII: MEETINGS
Section
1. Regular meetings of the
organization shall be held in the months of Spetember, December, March, and May,
time and date to be established by the Executive Board at its first meeting of
the year. Five days notice shall be
given if change of date is needed.
Section
2. Special meetings of the organization may be called by the President or by a
majority of the Executive Board, five days of notice having been given.
Section
3. The election meeting shall be
held in May.
Section
4. The annual meeting shall be held
in September.
Section
5. Quorum:
A quorum shall constitute all members present at any general meeting.
A simple majority of the quorum is needed to pass any measure at a
general meeting.
Section
6. On all matters to be voted on by
the membership, all members shall have one vote.
ARTICLE
IX: EXECUTIVE BOARD
Section
1. The executive board shall
consist of the officers of the organization, chairperson(s) of standing
committees, the principal of the school or his/her designate, and faculty
members, one to represent each grade level.
Section
2. The duties of the executive
board shall be to:
a.
Transact necessary business in the intervals between organization
meetings and such other business as may be referred to it by the organization;
b.
Create and dissolve standing and special committees;
c.
Approve the plans of work of all officers and committee chairpersons;
d.
Present a report at the regular meetings of the organization;
e.
Appoint an audit committee (consisting of net less than two members) at
least 30 days before May meeting, to audit the treasurer’s accounts;
f.
Prepare and submit a budget for the year to the organization for
adoption;
g.
Approve routine bills within the limits of the budget; and
h.
Fill vacancies of officers and chairpersons.
Section
3. Meetings
a.
Regular meetings of this organization shall be held on dates as selected
by the executive board, prior to each regular meeting of the year, but at least
one week prior to the regular meetings.
b.
A majority of the Executive Board members shall constitute a quorum.
c.
Special meetings of the Executive Board may be called by the President or
a majority of the members of the Board, seven days notice being given.
ARTICLE
X: STANDING AND SPECIAL COMMITTEES
Section
1. Only members of the organization
shall be eligible to serve in any elective or appointive position.
Section
2. The Nominating Committee shall
nominate eligible people to serve as chairperson(s) of the Standing Committees.
Section
3. The Executive Board may create
such standing committees as it may deem necessary to promote the Objectives and
carry on the work of the organization.
Section
4. The newly elected President
shall call a meeting of the officers for the purpose of electing standing
committee chairpersons.
Section
5. No chairperson shall serve in
the same office for more than two consecutive terms.
One who has served more than one-half of a term shall be credited with
having served that term.
Section
6. The President shall have the
power to appoint special committees subject to the approval of the Executive
Board. Special committees shall be
dissolved upon completion of the assigned task.
Section
7. The President shall be a member
ex-officio of all committees , except the Nominating Committee.
Section
8. The standing committees of the
Shadowbriar PTO may include: VIPS,
Membership, Fundraising, Publicity, School Store, Directory, Advertising,
Hospitality, Teacher Appreciation, Community Relations, Classroom
Representatives, Honors, and Special Projects.
ARTICLE
XI: AMENDMENTS
Section
1.
a.
These bylaws may be amended at any regular meeting of the organization,
provided a quorum is present, by a two-thirds vote of the members present and
voting. Notive of the proposed
amendment shall have been given at the previous regular meeting or 30 days prior
to the meeting at which the amendment is voted upon.
b.
A committee may be appointed to submit a revised set of bylaws only by a
majority vote at a meeting of the organization, or by a two-thirds vote of the
Executive Board. The requirement
for adoption of a revised set of bylaws shall be the same as in the case of an
amendment.
APPENDIX
1.
In an incorporated organization the individual has additional protection
for their personal assets against any law suits.
The corporation entity provides this protection.
In an unincorporated organization, there is a greater potential for each
and every member to be sued because there is no corporation entity.
A lawyer or the Office of the State Comptroller should be contacted for
detailed information on the steps necessary to become an incorporated entity.
2.
The Parliamentarian has the same duty as the presiding officer to
maintain a position of impartiality and therefore does not vote on any question
except in the case of a ballot vote. If a member feels that he/she cannot properly forego his/her
right to vote in order to serve as Parliamentarian, he/she should not accept
that position. See the current
edition of Robert’s Rules of Order Newly Revised.
3.
Copies of the bylaws currently in force within the organization shall be
available, upon request, to all organizational members by the Corresponding
Secretary no later than September 30 of each year.
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