[MurrayMatters] Bylaws For Membership Review

Fri Apr 21 18:06:39 EDT 2006

Fellow PTO members,

Over the past school year, a dedicated group of parents, teachers and school
administrative staff has met twice a month to work on the development of new
Bylaws for the V.L. Murray Elementary Parent Teacher Organization (PTO).

Bylaws define how an organization operates and states its purpose.  It is an
invaluable document for an organization because it ensures operational
consistency and purpose from year to year.  This is particularly important
for PTOs such as ours that typically have a new slate of officers on an
annual basis.  It prevents any thing from "falling through the cracks" and
specifically outlines the duties and responsibilities of its members and
Executive Committee.

We ask that you take the time to review the below proposed Bylaws, drafted
by the Bylaws Committee, and bring your questions and comments to the next
PTO meeting on Tuesday, April 25th at 7:00 p.m.  

Following this meeting the Bylaws Committee will send home the final version
for membership approval.  A printed version and ballot will be sent to all
parents and/or legal guardians, teachers and staff members of V.L. Murray
Elementary.  

If you have questions, please contact me at cardwellr at earthlink.net or by
phone at 293-6258.  

Thank you,

Rebecca Cardwell

Bylaws Committee Chair

Bylaw Committee Members:

Tiffany Barber, Parent 

Elaine Broadus, Teacher and Parent

Rebecca Cardwell, Parent and current PTO Secretary

Victor Dandridge, Parent

Carmen Garcia, Parent and current PTO Co-Treasurer

Andy Grider, Principal

Betty Knight, School Office Manager

Christa Livermon, Teacher, Parent and current PTO Teacher Liaison

Bill McKechnie, Parent

Leslie Sullivan, Teacher

Bonnie Wood, Parent

 Bylaws of Virginia L. Murray Elementary School

Parent Teacher Organization

ARTICLE I.     NAME AND LOCATION

The name of the organization shall be the Virginia L. Murray Elementary
Parent Teacher Organization (PTO). The place in Virginia where the principle
office of the organization is to be located is the County of Albemarle.

ARTICLE II.    PURPOSES

Section 1: The purpose of the PTO is to supplement the educational
experience of all students attending Virginia L. Murray Elementary School
by:

a. Providing a framework for coordinating fundraising and volunteer efforts
to purchase instructional items and fund events, activities and school
enhancements to enrich the learning experience that would not otherwise be
provided by the school budget.

b. Cooperating with the school to support the improvement of education in
ways that do not interfere with the administration of the school.
c. Providing a forum for interaction and understanding between parents,
teachers, students and their families.

Section 2: This PTO is organized 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 federal
tax code.

Section 3: The PTO shall not participate in, or intervene in (including the
publishing or distribution of statements) any political campaign on behalf
of or in opposition to any candidate for public office. Notwithstanding any
other provision of these articles, the PTO shall not carry on any other
activities not permitted to be carried on (a) by an organization exempt from
federal income tax under section 501(c)(3) of the Internal Revenue Code, or
the corresponding section of any future federal tax code, or (b) by an
organization, contributions to which are deductible under section 170(c)(2)
of the Internal Revenue Code, or the corresponding section of any future
federal tax code.

Section 4:  The PTO exists as an unincorporated organization of its members
and shall be non-commercial, nonsectarian, and nonpartisan.

ARTICLE III.    MEMBERSHIP AND DUES

All parents and legal guardians of children currently enrolled in the
Virginia L. Murray Elementary School, as well as all teachers and staff
members of Virginia L. Murray Elementary School are members of the PTO.

There shall be no annual dues for membership.

ARTICLE  IV.    Officers AND THEIR ELECTIONS

Section 1:  Officers

a.        The officers of this PTO shall be a President, Vice President,
Secretary, and Treasurer. 

b.       Officers shall be elected annually by all PTO members.

c.        Officers shall assume their official duties at the beginning of
the new PTO fiscal year (May 1) in which they are elected and shall serve
for a term of one year and/or until their successor is elected.

d.       An officer shall not be eligible to serve more than two consecutive
terms in the same office.

Section 2:  Election/Voting Procedures

a.	The expectation is that the Vice President will serve as the next
President in the year following subject to the annual election process of
the PTO.
b.	The Vice President will chair the Nominating Committee which will
consist of the President, Vice President, and three volunteers, one of which
must be a staff member.
c.	The Nominating Committee will send a notice immediately following
the March PTO meeting to solicit candidates for the Executive Committee
officer positions for the following year.
d.	The Nominating Committee shall meet to establish a slate of possible
candidates for officers.  The slate of possible candidates will be developed
based on responses from the membership notice in Article IV. Section 2 (c)
and direct contact with members.   At least one nominee for each position
must be filled.
e.	The Nominating Committee shall post the slate of candidates at least
two weeks before the election. 
f.	The officers will be elected at the April PTO meeting by a show of
hands. If a PTO member cannot attend this meeting that member can obtain an
absentee ballot from the Nominating Committee and the ballot will be due at
the school office on the day of the PTO election. 
g.	In the event there is more than one candidate for an officer
position, the Nominating Committee will distribute one ballot to each PTO
member via back pack mail and/or by general mail if a child has a
guardian(s) or parent(s) residing in different households. Only one vote per
parent or guardian regardless of the number of children attending V.L.
Murray Elementary is allowed.  Ballots will list each candidate in
alphabetical order by officer position. Ballots will be distributed at least
one week prior to the election and are due by the end of the school day on
the day of election.
h.	In the event of a tie vote, a re-election shall be held two weeks
from the initial election. 
i.	The new slate of PTO officers will assume their responsibilities at
the beginning of the new fiscal year (May 1) and will participate with the
outgoing Executive Committee in the running of the May Executive Committee
and PTO meetings.

Section 3:  Vacancy

In the event that an officer resigns, the PTO Executive Committee, as
defined in Article VII, shall elect an interim officer to fill the vacancy
until a formal election can be held. In case a vacancy occurs in the office
of President, the Vice President shall assume the Presidency and serve
notice of the vacancy in the position of Vice President. A new Vice
President shall be elected under the provisions of Article IV, Section 2 of
the Bylaws. 

ARTICLE  V.  Duties of the Officers

Section 1: The President

a.	Shall preside at all Regular PTO and Executive Committee Meetings.
b.	Shall coordinate the work of the officers and committees in order
that the PTO objectives may be promoted.
c.	Shall serve as ex-officio member of all Standing and Special
Committees.
d.	Shall be responsible for communication of general programs and
events to the PTO membership and community through such tools as the
newsletter and the Internet.
e.	Shall perform such other duties as may be prescribed in the Bylaws
or assigned to him/her by the PTO.

Section 2: The Vice President

a.	Shall act as aid to the President and shall perform the duties of
the President in the absence or inability of this officer to serve.
b.	Shall serve as the next President in the year following subject to
the annual election process of the PTO.
c.	Shall coordinate fundraising efforts.
d.	Shall chair the Nominating Committee.
e.	Shall perform such other duties as may be delegated to him/her.

Section 3:  The Secretary         

a.	Shall record the minutes of all meetings of the PTO and maintain a
permanent record of the minutes on hand and in the school office.
b.	Shall send out monthly minutes of the PTO Board meetings to all
Board members and 

Committee Chairs.

c.	Shall be responsible each year for seeing that each PTO Executive
Committee member is given a copy of the current Bylaws and Articles of
Organization (Robert's Rules of Order, financial guidelines, protocols,
etc.)
d.	Shall have a copy of the current Bylaws and Articles of Organization
on hand.
e.	Shall present minutes to the Executive Committee for approval prior
to final posting in the school lobby and distribution at PTO meetings.
f.	Shall perform such other duties as may be delegated to him/her.

Section 4: The Treasurer

a.	Shall have custody of all funds of the PTO.
b.	Shall keep a full and accurate account of receipts and disbursements
in books belonging to the PTO.
c.	Shall submit the books to the Executive Committee annually or upon
the resignation of the Treasurer for an audit.
d.	Shall perform such other duties as may be delegated to him/her.
e.	May appoint an assistant treasurer or a committee of volunteers to
support the Treasurer's duties. The person or persons who assist may not
have check signing authority or officer status.

ARTICLE  VI.  School Representatives

Section 1: Principal

a.	Shall monitor school needs as related to the purpose of the
organization and communicate those needs to the PTO membership.
b.	Shall receive suggestions from the PTO for the improvement of the
school program.
c.	Shall ensure that the activities of the PTO are in concert with the
needs of the school community. 
d.	Shall serve as an ex-officio, advisory, non-voting, member of the
PTO.

Section 2: Teacher Advisory Representative

a.	Will be appointed by the Principal each year. 
b.	Will communicate regularly with the staff and serve as a liaison
between teachers and the remaining PTO membership. 
c.	Has a responsibility to attend all PTO Executive Committee meetings.

      d.    If the Teacher Advisory Representative cannot attend any PTO
meeting, then the person will have a representative to attend in their
place.

ARTICLE  VII.  Executive Committee

Section 1: The PTO Executive Committee

a.	Shall consist of the PTO Officers, the Principal of the school, and
a Teacher Advisory Representative.
b.	The PTO Officers and the Teacher Advisory Representative shall be
voting members of the Executive Committee.
c.	Shall work to ensure that all activities of the PTO are in concert
with the needs of the school community. 
d.	Shall establish an agenda for the school year and establish means of
enacting the agenda. This shall include formulating a tentative budget and a
review of existing fundraisers and PTO activities. All business and
activities of the PTO must be approved by the PTO Executive Committee.
e.	Shall transact necessary business in the intervals between Regular
PTO Meetings.
f.	Shall create Standing or Special Committees and approve the work of
those committees. 
g.	Shall have the discretion to determine the topics that require a
vote of the general membership provided there is advanced notice to the PTO
membership. This excludes the voting procedures for electing officers and
Bylaw amendments.
h.	Shall have one of the officers as a co-signatory of all checks with
the Treasurer.
i.	An officer or an individual selected by the PTO Executive Committee
shall attend County and school meetings on behalf of the PTO. The person
attending the Parent Council or meetings of special interest will report to
the Principal and Executive Committee prior to the next PTO meeting.  

j.         Shall meet with the new slate of Executive Officers prior to the
end of the current school year; review the PTO's financial status, fund
raising efforts, and other programs; and two, to transfer PTO Articles of
the Organization including all financial records to the new officers.

k.       The incoming Executive Committee shall prepare and present at the
May PTO meeting a tentative calendar of events and budget for the following
school year so that summer preparations, if necessary, can be approved.  

Section 2:  PTO Executive Committee Meetings

a. Regular meetings of the PTO Executive Committee shall be held monthly
during the school year, the time to be fixed by the Executive Committee at
its first meeting of the year.

b. The President or a majority of the members of the Executive Committee
shall call special meetings as necessary.

c. General members may be invited to speak on relevant topics.

d. Business may only be transacted in meetings where the Principal is
present, the Teacher Advisory Representative or a designee, and 3/5 quorum
of voting members. 

ARTICLE  VIII.   Standing and Special Committees

a. The Executive Committee, as may be deemed necessary to promote the
objectives and carry out the work of the PTO, shall create such Standing or
Special Committees.

b. The Executive Committee shall select the Chairpersons of the Committees.
Both the Chairperson and the Executive Committee will mutually agree upon
the terms of the Committee.

c. Only members of the PTO shall be eligible to serve in any appointed
position.

d.  The Chair of each Standing or Special Committee and their Committee
members shall read and follow all procedures as outlined in the PTO's
Committee and Cash Handling Guidelines and Leadership for Success: Values
and Protocols.

e. The Chair of each Standing or Special Committee shall present a plan of
work to the Executive Committee or to the PTO for approval.  No significant
committee work may be undertaken without the consent of the Executive
Committee or the PTO.

f. The Chairpersons of Standing or Special Committees will report as
necessary to the Executive Committee.  The Executive Committee, as
necessary, will request attendance at regular Executive Committee or PTO
meetings. 

g. The Chair of each Committee will collect receipts/bills/revenues and
submit to the Treasurer for disposition or deposit. 

ARTICLE  IX.  reGULAR Business Meetings of the PTO

a.  Regular Business Meetings of the PTO shall be held monthly during the
school year, the time to be fixed by the Executive Committee at its first
meeting of the year.  Dates and times shall be announced at the beginning of
the school year. A tentative agenda for the monthly meeting shall be
distributed five (5) school days in advance of the meeting.

b.  The President or a majority of the members of the Executive Committee
shall call special meetings as necessary.

c.  Five (5) school days notice shall be given of change of date of any
meeting or the calling of a special meeting, except in cases of emergency.

d.  All meetings are open to members of the PTO.

e.  Ten (10) members shall constitute a quorum for the transaction of
business. 

f.  The act of the majority of the regular members and the Executive
Committee present at a meeting at which a quorum is present shall be
required for all action to be taken. 

ARTICLE  X.  Fiscal Year/Fiscal Policies

a.  The fiscal year of this PTO shall begin on May 1 of each year and end on
April 30 of the following year.

b.  No part of the net earnings of the PTO shall inure to the benefit of, or
be distributed to, its members, officers, or other private persons except
that the organization shall be authorized and empowered to pay reasonable
compensation for services rendered.

c. The Executive Committee shall present to the membership at the first
Regular Meeting of the year a budget of anticipated revenue and expenses and
a calendar of events for the year for approval. This budget shall be used to
guide the activities of the Executive Committee during the year. Any
substantial deviation from the budget must be approved in advance by the
membership.

d.  The Treasurer shall present a financial report at each Regular Meeting
of the PTO, shall prepare a final report at the close of the PTO fiscal
year, and present the final report at the May regular PTO meeting. The
Executive Committee shall have the report and the accounts examined annually
each June by an auditor or an informal audit committee, who, if satisfied
that the Treasurer's annual report is correct, shall sign a statement of
that fact at the end of the report.

e. All checks, drafts, or other orders for the payment of money on behalf of
the PTO and withdrawals from PTO bank accounts shall be signed by the
Treasurer and one of the following: President, Vice President, and
Secretary.

f. The Executive Committee may authorize disbursements not to exceed $500 in
addition to budgeted amounts or before the budget is finalized, not to
exceed $500 in total, without prior approval of the membership.

g. The Treasurer shall deposit all funds of the PTO to the credit of the
organization in such banks, trust companies or other depositories as the
Executive Committee may select and shall make such disbursements as
authorized by the Executive Committee in accordance with the budget adopted
by the PTO membership.  All deposits shall be made within a maximum of seven
(7) days from the receipt of the funds.  All orders of payment shall be made
within a maximum of thirty (30) days from the receipt of the payment request
with the exception of requests made payable to V.L. Murray Elementary School
which shall be made within a maximum of seven (7) days from receipt.

h. The Executive Committee may authorize any officer or officers to enter
into contracts or agreements for the purchase of materials or services on
behalf of the PTO. The officers shall not have the authority, however, to
enter into such agreements on behalf of Virginia L. Murray Elementary School
or the Albemarle County School Division, nor should they hold themselves out
as having such authority.

i. No loans shall be made by the PTO to its officers or members.

j. The PTO shall complete all necessary tax reporting within the required
period. In the event the Treasurer is unable to complete this task, the
Executive Committee will complete this responsibility.

k. The Executive Committee will annually review and revise if necessary, the
PTO's Committee and Cash Handling Guidelines, and distribute copies of these
guidelines to all Special and Standing Committee Chairpersons and
appropriate PTO members prior to their participation in a PTO event.

Article  XI.  Parliamentary Authority

All PTO and Executive Committee meetings will operate in the spirit of
Robert's Rules of Order Newly Revised provided that the Robert's Rules are
applicable and are not in conflict with these Bylaws or Articles of
Organization. 

The Executive Committee will annually review the Leadership for Success:
Values and Protocols and distribute copies of these guidelines to all
Special and Standing Committee Chairpersons and appropriate PTO members
prior to their participation in a PTO event.

Article  XII.  Amendments

a. A committee may be appointed to submit a revised set of Bylaws as a
substitute for the existing Bylaws only by a majority vote at a meeting of
the PTO, provided a quorum has been established, and by a three-fifths vote
of the Executive Committee. The proposed revised Bylaws can only be adopted
provided: one, a paper ballot is distributed to the entire PTO membership,
following form and substance for ballot voting procedures as referenced
under Article IV, Section 2, item (g); and two, that a majority of voting
members approve the revisions. 

b. Articles may be amended at any Regular PTO meeting provided: one, the
amendment is approved by 3/5 vote of the executive committee; two, the
amendment does not change the purpose of the Organization and violate the
statutes of a 501(c)(3) organization; three, a quorum is present at this
meeting; and four, that notice to the entire membership of the proposed
amendments was given at least thirty (30) days prior to the meeting.

Article  XIII.  Disbanding the PTO

If this PTO wishes to disband it must proceed in the following manner:

Upon dissolution, after paying or adequately providing for the debts and
obligations of this PTO, the remaining assets shall be distributed to
Virginia L. Murray Elementary School. If Virginia L. Murray Elementary
School ceases to exist, the remaining assets shall be distributed to the
Albemarle County School Board. The procedures for disbanding this PTO should
follow the same procedures as outlined in Article XII Amendments item (a).

Rev. April 21, 2006

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