Bristow Run Elementary School PTO Bylaws
ARTICLE I: NAME
The name of the organization shall be the Bristow Run Elementary School Parent Teacher Organization. Hereafter, the organization shall be referred to as the Bristow Run PTO, BRES PTO, or PTO.
ARTICLE II: DESCRIPTION
The BRES PTO is organized with the concurrence of the parents, legal guardians of the children attending the school, and the school’s assigned staff. It is not affiliated with the Virginia Congress of Parents and Teachers or the National Congress of Parents and Teachers. The Articles of Organization comprise these Bylaws, as amended from time to time, as reviewed in the month of August every even numbered year, and any Articles of Association. In the event of any conflict between these Bylaws and the Articles of Association, these Bylaws shall govern.
The BRES PTO is established exclusively for charitable and educational purposes, including for such purposes, the making of distributions to organizations that qualify as exempt organizations under Section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future Federal tax code.
ARTICLE III: MISSION STATEMENT
The mission of the Bristow Run Elementary School Parent Teacher Organization is to enhance and support the educational experience at Bristow Run Elementary School, to develop a closer connection between school and home by encouraging parent involvement, to encourage support for Bristow Run Elementary School from our local business community, and to enhance the environment at Bristow Run Elementary School through volunteer and financial support.
ARTICLE IV: MEMBERSHIP AND DUES
Section 1. Membership.
Any parent, guardian, or other adult standing in loco parentis for a student at Bristow Run Elementary School may be a member without regard to race, color, sex, or national origin. Any teacher or staff member assigned to Bristow Run Elementary School may be a member without regard to race, color, sex, or national origin. Members in good standing shall be eligible to vote in the PTO general meetings and to vote in the annual Election of Officers. Members may represent only themselves in any vote.
Section 2. Responsibilities of Members.
BRES PTO members are expected to attend regular PTO meetings whenever possible; participate in PTO officer elections each year; participate in school activities, committees, events, fundraisers, and educational programs sponsored by the PTO as they are able; provide input and vote on disbursement of funds through the Panther Grants program and other similar efforts; and review and approve the bylaws in even numbered years.
Section 3. Dues.
Dues will be established by the Executive Board, payable to the BRES PTO through the treasurer. A member must have paid his or her dues prior to the start of a meeting to be considered a member in good standing with voting rights.
ARTICLE V: OFFICERS AND ELECTIONS
Section 1. Officers.
The officers shall be a president, vice president of enrichment, vice president of fundraising, secretary, treasurer, and member at large. In addition to the duties listed below, each officer will also perform other such duties as applicable to the office as prescribed by the parliamentary authority of this organization.
a. President.
The president shall preside over meetings of the organization and executive board, serve as the primary contact for the school principal, represent the organization at meetings outside the organization, serve as an ex officio member of all committees except the nominating committee, and coordinate the work of all the officers and committees so that the purpose and mission statement of the organization are served.
b. Vice President of Enrichment.
The vice president of enrichment shall oversee enrichment activities sponsored by the PTO, and shall either report on such activities or facilitate a report by the appropriate chairperson at each regular meeting. He or she shall also assist the president and carry out the president’s duties in his or her absence or inability to serve. The vice president of enrichment shall also chair the PTO enrichment committee.
c. Vice President of Fundraising.
The vice president of fundraising shall oversee fundraising activities sponsored by the PTO, and shall either report on such activities or facilitate a report by the appropriate chairperson at each regular meeting. He or she shall also assist the president and carry out the president’s duties in his or her absence or inability to serve. The vice president of fundraising shall also chair the PTO fundraising committee.
d. Secretary.
The secretary shall keep all records of the organization, take and record minutes, prepare the agenda, handle correspondence, and send notices of meetings to the membership. The secretary also keeps a copy of the minutes book, bylaws, rules, membership list, and any other necessary supplies, and brings them to each meeting. The secretary shall also chair the PTO communication committee.
e. 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 at every meeting and at other times of the year when requested by the executive board, and make a full report at the end of the year. The treasurer shall also chair the PTO membership committee.
f. Member at Large.
The member at large shall attend all scheduled meetings and present the views and opinions of the Bristow Run Elementary School community. The member at large shall also chair the PTO nominating committee.
Section 2. 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 3. Nominations.
The Nominating Committee shall accept nominations for each office and verify each candidate’s eligibility for office. If the Nominating Committee receives no nominations for an office, then they shall select a candidate to run for that office. The Nominating Committee will present the slate of candidates at the PTO meeting held the month prior to the election meeting. At that meeting, nominations may also be made from the floor. Nominations shall close and the slate of candidates shall be finalized upon adjournment of the PTO meeting held the month prior to the election meeting. The PTO secretary shall ensure that the final slate of candidates is published to the PTO membership no later than one week after it is finalized.
Section 4. Elections.
Elections shall be held at the second to last PTO meeting of each school year. Voting shall be by voice vote unless more than one person is running for an office, in which case a ballot vote shall be taken.
Section 5. Terms of Office.
Officers are elected for two years and may serve no more than one (1) consecutive term in the same office. Newly elected officers begin their term of office on the July 1 following the election of officers for that year. The president, vice president of fundraising, and secretary are elected in even-numbered years; the vice president of enrichment, treasurer, and member at large are elected in odd-numbered years. If the president, vice president of fundraising, or secretary cannot complete his or her two year term and an election is held to replace that officer, then that elected officer’s term shall expire on June 30 of the next even-numbered year. If the vice president of enrichment, treasurer, or member at large cannot complete his or her two year term and an election is held to replace that officer, then that elected officer’s term shall expire on June 30 of the next odd-numbered year. The only exception to these rules is that if no one is found to run for an office and the person holding that office is willing to remain in the position, they may do so until another person is found to hold that office.
Section 6. Removal from Office.
Officers can be removed from office with or without cause by a two-thirds vote of those present (assuming a quorum) at a regular meeting where previous notice has been given.
Section 7. Vacancies.
If there is a vacancy in the office of president, the vice president will become the president of the organization. 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 VI: MEETINGS
Section 1. Regular Meetings.
The regular meetings of the organization shall take place monthly. The date and time of each meeting shall be determined by the Executive Board.
Section 2. Quorum.
Members present shall constitute a quorum for the transaction of business in any regular meeting of the organization.
Section 3. Notification of Meetings.
The secretary will notify the members of regular meetings via email at least one week prior to the date of the meeting.
ARTICLE VII: EXECUTIVE BOARD
Section 1. Membership.
The Executive Board shall consist of the officers, school principal, chairperson (or designee) of the Bristow Run Elementary School Parent Advisory Council, and the chairperson of each standing committee.
Section 2. Duties.
The duties of the Executive Board shall be to transact business between meetings in preparation for regular meetings, 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.
Executive Board meetings shall be held monthly. The date and time of each meeting shall be determined by the Executive Board. Special meetings may be called by any two board members with 24 hours notice.
Section 4. Quorum.
Half the number of board members plus one shall constitute a quorum.
ARTICLE VIII: COMMITTEES
Section 1. Membership.
Committees may consist of general members and board members, with the president acting as an ex officio member of all committees.
Section 2. Standing Committees.
The following standing committees shall be held by the organization: Communications, Enrichment, Fundraising, Membership, and Nominating.
a. Communications Committee.
The Communications Committee shall be chaired by the PTO secretary. The Communications Committee chairperson shall oversee email communications, the PTO newsletter, social media communications, and the PTO website.
b. Enrichment Committee.
The Enrichment Committee shall be chaired by the PTO vice president of enrichment. The Enrichment Committee chairperson shall oversee all non-fundraising events sponsored by the PTO.
c. Fundraising Committee.
The Fundraising Committee shall be chaired by the PTO vice president of fundraising. The Fundraising Committee chairperson shall oversee all passive and active fundraising events undertaken by the PTO.
d. Membership Committee.
The Membership Committee shall be chaired by the PTO treasurer. The Membership Committee chairperson shall oversee collection of membership dues, accurate maintenance of membership rolls, and any membership drives held by the PTO.
e. Nominating Committee.
The Nominating Committee shall be chaired by the PTO Member at Large. The Nominating Committee chairperson shall oversee the nominating process for PTO officer positions, determination of nominees’ eligibility to hold office, recruitment of candidates as necessary, and presentation of the slate of officer candidates to the members of the organization.
Section 3. Additional Standing Committees.
The Executive Board may appoint additional standing committees as needed.
Section 4. Special Committees.
The Executive Board may create special committees to help accomplish the work of the organization. The chairpersons of such committees shall be recruited and/or appointed by the Executive Board and each shall report to the chairperson of the standing committee overseeing their activity.
Section 5. Terms of Office.
The term of office of the chairperson of each standing committee formally established in these bylaws shall expire at the end of his or her term as the specified officer of the PTO. The term of office of the chairperson of any additional standing committees created by the PTO executive board shall expire at the end of the fiscal year. The term of office of each special committee chairperson shall expire two weeks after the end of the event being coordinated by the committee or at the end of the fiscal year, whichever comes first.
Section 6. Reporting.
The chairperson of each standing committee shall prepare a report to be presented to the membership at each regular meeting. The chairperson of each special committee shall report to the membership as requested by the Executive Board. The chairperson of each standing and special committee shall submit a final report to the Executive Board on or before the last day of their term, and shall at that time also turn over to the Executive Board all records, procedure books, and other materials pertaining to the committee.
ARTICLE IX: FINANCES
Section 1.
The fiscal year shall begin on July 1 and end on June 30.
Section 2.
A tentative budget shall be drafted by the Executive Board for approval at the last PTO meeting of the fiscal year by a majority vote of the members present.
Section 3.
The treasurer shall keep accurate records of any disbursements, income, and bank account information.
Section 4.
The Executive Board shall approve all expenses of the organization.
Section 5.
Two authorized signatures shall be required on each check over the amount of $300. Authorized signers shall be the president, vice president of enrichment, vice president of fundraising, and treasurer.
Section 6.
The treasurer shall prepare a financial statement at the end of the year, to be reviewed by an outside auditor, according to the procedures specified in Article XII of these Bylaws.
Section 7.
The PTO may assess a fee, to be decided by the Executive Board, for bank returned checks or checks not honored. The fee should be no less than the bank fee charged to the organization.
Section 8.
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.
ARTICLE X: PARLIAMENTARY AUTHORITY
Robert's Rules of Order shall govern meetings when they are not in conflict with the organization’s bylaws or any other special/standing rules.
ARTICLE XI: 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 XII: AUDITING PROCEDURES
Section 1.
The Executive Board, prior to the end of the fiscal year, shall select an auditing committee or a professional auditor. The auditing committee shall consist of no fewer than three members and no one with signature authority shall sit on the committee.
Section 2.
The treasurer shall submit the organization’s checkbook, bank statements, and all related materials to the auditing committee or professional auditor. The audit report shall be submitted in writing to the Executive Board prior to the July 30 immediately following the end of the current fiscal year. The Executive Board shall submit the audit report to the school bookkeeper no later than the July 30 immediately following the end of the current fiscal year.
Section 3.
The Executive Board, upon resignation of a treasurer during a term, shall within one week of the resignation select an audit committee or professional auditor to perform a financial audit of this fiscal year to date. This audit shall not be performed in lieu of the year-end audit.
ARTICLE XIII: DISSOLUTION
The BRES PTO may dissolve and terminate its affairs in the following manner:
The Executive Board shall adopt a resolution recommending dissolution of the organization and sign with their names and addresses by 8 members or 10 percent of the membership, whichever is larger, not including members of the Executive Board. The Executive Board shall submit the question of dissolution to a vote at a special meeting.
Written notice stating the question of such dissolution shall be given to each member entitled to vote fourteen (14) calendar days prior to the meeting at which such vote will take place.
Only those persons who were members of the organization on the date of submission of the question of dissolution and who continue to be members on the date of the meeting at which the vote will take place shall be entitled to vote on the question.
Approval of dissolution of the organization shall require the affirmative vote of two thirds of the members present and entitled to vote at the meeting at which the vote takes place.
Upon dissolution of the PTO, any remaining funds shall be used to pay any outstanding bills and obligations of this PTO. Remaining funds, if any, shall be donated to Bristow Run Elementary School. If Bristow Run Elementary School ceases to exist, remaining PTO funds shall be distributed for one or more exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for public purpose.
ARTICLE XIV: BYLAWS, AMENDMENTS, AND REVISIONS
Section 1.
The bylaws, amendments, and revisions shall be presented for approval at an Executive Board meeting. Approval is based on a quorum vote. The proposed bylaws, amendments, or revisions will then be presented to the general membership for final approval and adoption.
Section 2.
These bylaws may be amended at any regular or special meeting, providing that previous notice was given in writing at the prior meeting and then sent to all members of the organization by the secretary. Notice may be given by postal mail or email. Amendments will be approved by a two thirds vote of those present, assuming a quorum.