ORRVILLE ELEMENTARY PTO
BYLAWS
Established & Instituted 2004
Revision 03-02-15
Article I - Name
The name of the organization shall be the Orrville Elementary PTO, Inc.
Article II - Purpose
The corporation is organized for the purpose of supporting the education of children at the Orrville Elementary Schools by fostering relationships among the schools, parents and teachers.
Article III - Members
Section 1. Any parent, guardian or other adult standing in loco parentis for a student at the school may be a member and shall have voting rights. The principal and any teacher employed at the school may be a member and have voting rights.
Section 2. Dues, if any, will be established by the Executive Board. If dues are charged, a member must have paid his or her dues at least 14 calendar days before the meeting to be considered a member in good standing with voting rights.
Article IV - Officers and Elections
Section 1. Officers. The officers shall be president, vice president, secretary, treasurer, building representatives and staff representatives.
a. President
preside over meetings of the organization and Executive Board
serve as the primary contact for the building representatives
represent the organization at meetings outside the organization
serve as an ex-officio member of all committees except the nominating committee
coordinate the work of all the officers and committees in order that the purpose of the organization be served.
b. Vice President
assist the president
carry out the president's duties in his or her absence or inability to serve
serve as a primary contact for all chairpersons
c. Secretary
keep all records of the organization
take and record minutes
submit minutes to both the OrrViews and Orrville Elementary School newsletter
prepare the agenda
handle correspondence
send notices of meetings to membership
keep a copy of the minutes books, bylaws, rules, membership list, and any other necessary supplies and brings them to meetings
update the PTO website
d. Treasurer
receive all funds of the organization
keep an accurate record of receipts and expenditures
pay out funds in accordance with the approval of the Executive Board
present a financial statement at every meeting and at other times of the year when requested by the Executive Board
make a full report at the end of the year.
e. Building Representatives
be the primary contact for the principal of their building and the president of the PTO
coordinate the work of all committees in their building in order that the purpose of the organization be served.
f. Staff Representatives
be the primary voice for all the employees of their school building
function as a liaison between the PTO and all school staff members.
Section 2. Nomination and Elections. Elections will be held at the second to last meeting of the school year. The nominating committee shall select a candidate for each office and present the slate at a meeting held one month prior to the election. At that meeting, nominations may also be made from the floor. Voting shall be by voice vote if a slate is presented. If more than one person is running for an office, a ballot vote shall be taken.
Section 3. Eligibility. Members are eligible for office if they are members in good standing at least 14 calendar days before the nominating committee presents its slate.
Section 4. Terms of office. Officers are elected for one-year terms. Each person elected shall hold only one office at a time.
Section 5. Vacancies. If there i a vacancy in the office of president, the vice president will become the president. At the next regularly scheduled meeting, a new vice president will be elected. If there is a vacancy in any other office, members will fill the vacancy through an election at the next regular meeting.
Section 6. Removal from office. Officers can be removed from office with or without a cause by a two-thirds vote of those present (assuming a quorum) at a regular meeting where previous notice has been given.
Article V - Meetings
Section 1. Regular meetings. The regular meeting of the organization shall be at a time and place determined by the Executive Board at least one month before the meeting. The secretary will notify the members of the meetings in a flyer sent home with the students prior to the meeting.
Section 2. Special meetings. Special meetings may be called by the president, any two members of the Executive Board, or five members submitting a written request to the secretary.
Section 3. Quorum. The quorum shall be 10 members of the organization.
Article VI - Executive board
Section 1. Membership. The Executive Board shall consist of the officers.
Section 2. Duties. The duties of the Executive Board shall be to transact business between meetings in preparation for the general meeting, create standing rules and policies, create standing and temporary committees, prepare and submit a budget to the membership, approve routine bills, and prepare reports and recommendations to the membership.
Section 3. Meetings. Regular meetings shall be held monthly and will be determined by the board. Special meetings may be called by any two board members, with 24 hours notice.
Section 4. Quorum. Half of the number of the board members plus one constitutes a quorum.
Section 5. Removal and vacancies. See Article IV, Sections 4 and 5.
Section 6. Attendance. There shall be zero unexcused absences to the general meeting. All approved absences must be approved by the PTO president. Failure to abide by these attendance requirements as set forth by the PTO bylaws will result in immediate expulsion from the PTO executive board. Extenuating circumstances may be considered and voted upon by the executive board. If a quorum is reached, the absence may be considered excused. Excused absences may include the following:
work
illness of self or child
death of a loved one
unplanned, unavoidable appointment of self or child
Article VII - Committees
Section 1. Membership. Committees may consist of members and board members, with the president acting as an ex-officio member of all committees.
Section 2. Standing committees. The following committees shall be held by the organization: Fundraising, Hospitality, Membership, and Communications.
Section 3. The board may appoint additional committees as needed.
Article VIII - Finances
Section 1. A tentative budget shall be drafted in the fall for each school year and approved by a majority vote of the members present.
Section 2. The treasurer shall keep accurate records of any disbursements, income and bank account information.
Section 3. The board shall approve all expenses of the organization.
Section 4. Authorized signers shall be the president and treasurer.
Section 5. The treasurer shall prepare a financial statement at the end of the year to be reviewed by the Executive Board.
Section 6. Upon the dissolution of the organization, any remaining funds should be used to pay any outstanding bills and, with the membership's approval, spent for the benefit of the school.
Section 7. The fiscal year shall coordinate with the school year.
Article IX - Parliamentary Authority
"Robert's Rules of Order" shall govern meetings when they are not in conflict with the organization's bylaws.
Article X - Standing rules
Standing rules may be approved by the Executive Board, and the secretary shall keep a record of the standing rules for future reference.
Article XI - Dissolution
The organization may be dissolved with previous notice (14 calendar days) and a two-thirds vote of those present at the meeting.
Article XII - Amendments
These bylaws may be amended at any regular or special meeting, providing that previous notice was given at the prior meeting in writing and then sent to all members of the organization by the secretary. Notice may be given by postal mail, e-mail, or fax. Amendments will be approved by a two-thirds vote of those present, assuming a quorum.