Desert View PTO Bylaws
Desert View Elementary PTO Bylaws
Article I – Name
The name of the organization shall be the Desert View Elementary PTO
Article II – Purpose
The PTO (Parent Teacher Organization) is organized for the purpose of supporting the education of our children at Desert View Elementary by developing relationships among the parents, teachers and school support staff.
Article III – Members
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.
Article IV – Officers and Elections
Section I – Officers
The officers shall be a President, Vice President, Secretary, and Treasurer.
- President – The President shall preside over meetings of the organization and executive board. Serve as the primary contact for the Principal, represent the organization at meetings outside the organization, serve as an official member of all committees, and coordinate the work of all the officers and committees so that the purpose of the organization is served. Additionally, the President will assist the Secretary with preparing the agenda, handling correspondence, and sending notices of meetings to the membership.
- Vice President – The Vice President shall assist the President and carry out the President’s duties in his or her absence or inability to serve.
- Secretary – The Secretary shall keep all records of the organization, take and record minutes, handle correspondence, and send notices of meetings to the membership as directed by the President. The Secretary also keeps a copy of the minute’s book, bylaws, rules, membership list, and any other necessary supplies and brings them to meetings.
- Treasurer – The Treasurer shall receive all funds of the organization, keep an accurate record of receipts and expenditures, and pay out funds in accordance with the approval of the executive board. He or she will present a financial statement when requested by the executive boards, and make a full report at the end of the year.
Section II – Nominations and Elections
Elections will be held at the second to last meeting of the school year. All interested persons shall register with the Secretary at the second to last meeting of the school year. Voting shall be by voice vote if one person is running for an office. If more than one person is running for an offices, a ballot vote shall be taken.
Section III – Eligibility
Members are eligible for office if they are members in good standing at least 14 calendar days before the second to last meeting of the school year.
Section IV – Terms of Office
Officers are elected for one year and may serve no more than two (2) consecutive terms in the same office. Members may vote to override a term limit by a unanimous vote. Each person elected shall hold only one office at a time.
Section V – Vacancies
If there is 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.
Article V - Meetings
Section I – Regular Meetings
The regular meeting of the organization shall be on the third Tuesday of every other month beginnings in October (October, December, February, and April) during the school year at 6:00 pm, or at a time and place determined by the executive board at least one week before the meeting. The annual meeting will be held at the April regular meeting. The annual meeting is for receiving reports, electing officers, and conducting other business that should arise. The President or Secretary will notify the members of the meetings in a flyer sent home with the students at least one week prior to the meeting.
Section II – Executive Meetings
The executive meeting of the organization shall be on the first Tuesday of every other month beginning in September (September, November, January, March, and May) during the school year at 3:45 pm, or at a time and place determined by the executive board at least 1 week before the meeting.
Section III – Special Meetings
Special meetings may be called by the President, any two members of the executive board, or five general member’s submitting a written request to the Secretary. Previous notice of the special meeting shall be sent to the members at least 5 days prior to the meeting, but flyer and phone calls.
Article VI – Executive Board
Section I – Membership
The Executive Board shall consist of the officers, Principal and standing committee chairs.
Section II – 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 III – Meetings
Regular meetings shall be held monthly, on the same day and be at the same time each month, to be determined by the bard. Special meetings may be called by any two board members, with a 24 hour notice.
Section 4 – Quorum
Half the number of the board members plus one constitutes a quorum. The executive board should meet and confer before making decision. A member of the board of directors may not vote by proxy, mail, or email ballot unless all board members agree, the decision is made in writing, and is unanimous.
Article VII – Committees
Section I – Membership
Committees may consist of members and board members, with the President serving as an official member of all committees.
Section II – Additional Committees
The board may appoint additional committees as needed.
Article VIII – Finances
Section I – Budget
A tentative budget shall be drafted in the fall for each school year and approved by a majority vote of the members present.
Section II – Records
The Treasurer shall keep accurate records of any disbursement, income, and bank account information *Federal law requires that a nonprofit tax exempt organization’s IRS Form 1023 and copes of the organization’s annual information returns (IRS Form 990 or 990 EZ) for the most recent three years be available for public review when requested.
Section III – Expenses
The bard shall approve all expenses of the organization.
Section IV – Bank Account
Two authorized signatures shall be required on each check over the amount of $100. Authorized signers shall be the President, Treasurer, and Principal. Debit cards shall be issued to the President and Treasurer only. Any amount over $100 must be authorized by both the President and Treasurer.
Section V – Audit
The Treasurer shall prepare a financial statement at the end of the year, to be reviewed by the Audit Committee.
Section VI – Dissolution
Upon the dissolution of the organization, any remaining funds should be used to pay any outstanding bill and with the membership’s approval, spent for the benefit of the school.
Section VII – Fiscal Year
The fiscal year shall coordinate with the school year.
Article IX – Parliamentary Authority
The standing 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 Boards, 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 the previous notice was given in writing at the prior meeting and then sent to tall members of the organization by the President, or Secretary.