Kilough Elementary PTO Bylaws
Kilough Elementary School
1063 Kilough Church Road
Dawsonville, GA 30534
Affirmation: These Bylaws were voted upon and passed at the general meeting of the Kilough Elementary School PTO on January 9, 2008.
Executive Board Members present: Ethelyn Geiger, Ron Rimawi, Caren Baumann, Leslie Eichler, Darlene Satterfield, Natosha Beary, Kendra Coker, Lois Zangara and Tracey Compton.
Article I: Purposes
Section 1. The Objects of the PTO are:
a. To promote the welfare of children and youth in the home, school and community.
b. To raise the standards of parent involvement in the child’s education.
c. To bring into closer relation of the home and school, that parents and teachers may cooperate intelligently in the education of children and youth.
d. To develop between educators and the general public such united efforts as will secure for all children and youth the highest advantages on physical, mental, social and character education.
Section 2. The organization is organized exclusively for the charitable, scientific, literary or educational purposes within the meaning of Section 509 (a)(2) of the Internal Revenue Code or corresponding section of any future federal tax code (hereinafter “Internal Revenue Code”).
Article II: Basic Policies
The following are basic policies of the PTO:
a. The organization shall be noncommercial, nonsectarian and nonpartisan.
b. The organization or members in their official capacities shall not endorse a commercial entity or engage in activities not related to promoting the objects of the organization.
c. The organization or members in the official capacities shall not - directly or indirectly - participate or intervene (in any way, including the publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office; or devote more that an insubstantial part of its activities to attempting to influence legislation by propaganda or otherwise.
d. The organization shall work with the schools to provide quality education for all children and youth and shall seek to participate in the decision making process establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people of the boards of education, state education authorities and local education authorities.
e. No part of the net earnings of the organization shall inure to the benefit of, or be distributed 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 purposes set fourth in Article III hereof.
f. Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (i) by an organization exempt from federal income tax under Section 509 (a)(2)of the Internal Revenue Code, or (ii) by an organization, contributions to which are deductible under Section 170 (c ) (2) of the Internal Revenue Code.
g. Upon the dissolution of this organization, after paying or adequately providing for the debts and obligations of the organization, the remaining assets shall be distributed to one or more nonprofit funds, foundations or organizations which have established their tax exempt status under Section 509 (a)(2) or Section 501 (c )(3) of the Internal Revenue Code.
Article III: Membership
Section 1. This PTO without regard to race, color, creed or national origin, under such rules and regulations shall make membership in this PTO available.
Section 2. Membership is open to all parents/guardians of KES students.
Section 3. This PTO shall conduct an annual membership drive, but may admit persons to membership at any time.
Section 4. Each member is entitled to vote at organization meetings and is eligible to be nominated to office. A member must be present to vote.
Article IV: Officers and Their Elections
Section 1. Each officer shall be a member of this PTO.
Section 2. Nominating Committee:
a. There shall be a nominating committee composed of three (3) members (must be uneven number) who shall be nominated by this PTO at a regular meeting at least one month prior to the election meeting. The existing board is eligible to serve if elected. The committee shall meet at the close of the meeting to elect a chairman.
b. The nominating committee shall nominate an eligible person for each office to be filled and report its nominees at the election meeting specified in Article IX Section 3, and a final vote would take place at the next regular meeting.
c. Only those persons who have signified their consent to serve if elected shall be nominated for or elected to such office.
Section 3. Officers and their election:
a. The officers of this organization shall consist of one (1) president, two (2) individual Co-vice Presidents, one (1) Secretary, one (1) Treasurer, two (2) Volunteer Coordinators, one (1) Reporter and one (1) Teacher. Each officer shall have one vote.
b. If there is but one nominee for any office, election for that office may be by voice vote.
c. Officers shall serve for a term minimum of one (1) year. All officers shall assume their official duties following the close of the school year.
d. A person shall not be eligible to serve more that two (2) consecutive terms in the same office, but are eligible to run for another office after their term is served.
e. A person shall be eligible to be nominated for president only after serving as vice-president for a minimum of one year.
Section 4. Vacancies:
A vacancy occurring in any 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. In case a vacancy occurs in the office of the president, the first vice-president shall serve notice of the election.
Article V: Duties of Officers
Section 1. The president shall:
Preside at all meetings of the organization and of the executive committee and board;
Appoint special committees, except the nominating committee;
Perform such other duties as may be prescribed in these bylaws or assigned to her/him by the organization or by the executive committee or the board;
Be a member ex-officio of all committees except the nominating committee;
Coordinate the work of the officers and committees of the organization in order that the Objects may be promoted;
Appoint a parliamentarian who shall serve at all board meetings and organization meetings. The parliamentarian shall not vote on any questions except in case of a ballot vote.
Section 2. The vice-president(s) shall:
Act as an aide(s) to the president;
In their designated order perform the duties of the president in the absence or inability of that officer to act;
Perform such other duties as assigned.
Section 3. The secretary shall:
Record the minutes of all meetings of the organization and of the executive committee and board;
Have a current copy of the bylaws;
Maintain a membership list;
Perform such other duties as assigned.
Section 4. The treasurer shall:
Have custody of all the funds of the organization;
Keep a full and accurate amount of receipts and expenditures;
Make disbursements as authorized by the president, executive committee,
board, or organization in accordance with the budget adopted by the organization;
Have checks or vouchers signed by two persons. The secretary’s signature shall be registered at the bank as an emergency signature;
Present a financial statement at every meeting of the organization and at other times when requested by the executive committee or board;
Be responsible for the maintenance of such books of account and records as conform to the requirements Article VIII, Section 3 of these bylaws;
Have the accounts examined annually or upon change of treasurer by an auditor or auditing committee of not fewer that three members, who,satisfied that the treasurer’s annual report is correct, shall sign a statement of the fact at the end of the report. The auditing committee shall be selected by the board;
The auditing report shall be given to the organization no later that the first regular PTO meeting of the school year;
Perform such other duties as assigned.
Section 5. Volunteer Coordinator shall:
Be in control of coordinating volunteers for special events;
Communicating with room mothers on all events;
Keep a list of all volunteers and activities of their interest;
Perform other duties as needed.
Section 6. Reporter shall:
Be in control of sending pictures and information to the newspaper;
Help teachers get information and pictures to paper if needed;
Perform other duties as needed.
Section 7. All officers shall perform the duties outlined in these bylaws and those assigned from time to time. Upon the expiration of the term of office or in case of resignation, each officer shall turn over to the president, within two weeks, all records, books, and other materials pertaining to the office, and shall return to the treasurer, without delay, all funds pertaining to the office. If any officer cannot or does not attend any meeting, (in which they were informed) their vote shall be forfeited.
Article VI: Removal From Office
Section 1. Request for removal.
Any member of this organization can request that an elected officer be
removed from office;
The board shall meet to determine by 2/3 vote whether or not to hold a hearing based solely upon the information presented in the request.
Section 2. Hearing
Prior to a vote for removal from office, the elected officer is entitled to a hearing before the board;
A hearing for the removal of an officer shall be held within seven (7) days of the decision to hold a hearing;
The elected officer must be notified by registered mail at least three (3) days prior to the hearing. If the elected official fails to appear, that individual’s rights for a hearing are forfeited;
Based upon information presented at the hearing the board may, by 2/3 votes, recommend removal from office.
Section 3. Action
A member must be an active member at least 30 days prior to the vote to be eligible to be nominated;
After the hearing of the board, any recommendation for removal from office must be submitted to the membership for action at the next organization meeting. An officer may be removed by 2/3 vote of the
membership present and voting, a quorum having been established.
Article VII: Executive Board
Section 1. All members of the executive committee must be a member of this PTO.
Section 2. Executive Committee
The executive committee shall consist of the officers of the PTO, and the principal of the school or a representative appointed by the principal;
The duties of the executive committee shall be to approve chairpersons and members of the standing committees; to approve the plans of work of the standing committees; to schedule board and organization meetings; to approve routine bills within the limits of the budget; and to conduct the business of the PTO between board meetings.
A majority of the members of the executive committee shall constitute a quorum (this must consist of 5 or more out of 9). Meeting of the executive committee may be called by the president or by a majority of the members of the executive committee.
Section 3. The duties of the board shall be:
To transact necessary business in the intervals between organization meetings and such other business as may be referred to it by the organization;
To create or dissolve standing or special committees;
To present or post a report at the regular meeting of the organization;
To select an auditor or an auditing committee to audit the treasurer’s accounts;
To prepare and submit to the organization for audit a budget for the fiscal year;
To fill all vacancies in office;
To conduct hearing for removal from office.
Section 4. Regular meeting of the board shall be held at times scheduled by the executive committee at its first meeting of the year or at each meeting as required. Special meetings or the board may be called by the president or by a majority of the members of the board.
Article VIII: Meetings
Section 1. At least five (5) regular meetings of this PTO organization shall be held during the school year. Dates and times of meetings shall be determined by the executive committee and announced at the first regular meeting of the year. Three (3) days notice shall be given of a cancellation or change of date or time unless emergency conditions prevent such notice being given. (Due to weather or school closing, meeting would be cancelled).
Section 2. Special meetings of the organization may be called by the president or by a majority of the board, one (1) days notice having been given.
Section 3. The election meeting shall be held in the month of March or April.
Section 4. The first regular meeting of the organization shall be known as the annual meeting for annual reports and the installation of officers.
Section 5. The privilege of holding office, making motions, debating and voting shall be limited to members of the organization.
Section 6. 15 members shall constitute a quorum for the transaction of business in any meeting of this organization.
Article IX: Standing and Special Committees
Section 1. Any person holding an appointed position shall be a member of this local PTO.
Section 2. The board may create or dissolve such standing committees, as it may deem necessary to promote the Objects and carry on the work of the organization. The term of each chairman shall be one (1) year or until the selection of a successor.
Section 3. The chairman of each standing committee shall present a plan of work to the Executive Committee for approval. No committee work shall be undertaken without the consent of the Executive Committee.
Section 4. The power to form special committees and appoint their members rests with the Executive Board.
Section 5. The president shall be a member ex-officio of all committees except the nominating committee.
Article X: Fiscal Year
Section 1. The bylaws of this organization shall include an article stating the fiscal year.
Section 2. The fiscal year of this organization shall begin July (month) 1st (day) and end the following June (month) 30th (day).
Article XI: Amendments
Section 1. Local PTO bylaws may be amended at any regular meeting of the organization by a 2/3 vote of the members present and voting, providing that notice of the proposed amendment shall have been given to at least thirty (30) days prior to the meeting. The amendment shall become effective immediately upon a vote.
A committee may be appointed to submit a revised set of bylaws as a substitute for the existing bylaws only be a majority vote at a meeting of the organization, or by a 2/3 vote of the board. The requirement for adoption of a revised set of bylaws shall be the same as in the case of an amendment.