Drawn June and July 1995, by a committee representing the Edmondson Elementary School Parents and Teachers Organization (“PTO”).
Approved by the Organization on ____________.
ARTICLE I – NAME
The official name of this organization shall be: Edmondson Elementary School Parents and Teachers Organization (“PTO”), located in Brentwood, Tennessee.
ARTICLE II – OBJECTIVES/PURPOSE
- To promote the welfare of children.
- To enhance the overall educational environment by promoting volunteerism and parent involvement.
- To stimulate exchange of ideas between educators and the general public to secure for each child the best educational opportunities.
- To promote closer ties between the Administration of Edmondson Elementary School, the Williamson County School Board and the parents for the continual improvement of programs and support for the school.
- To raise funds to provide for the above.
- The organization is organized exclusively for the charitable and educational purposes within the meaning of Section 501©(3) of the Internal Revenue Code or corresponding Section of any future tax code (hereinafter “Internal Revenue Code”).
ARTICLE III – POLICIES
- This organization shall be educational.
- This organization shall be non-profit, non-commercial, non-sectarian, non-partisan and non-discriminatory. Neither the name of the organization nor the names of its officers in their official capacities shall be used in any connection with a commercial concern or with any partisan interest or for any purpose other than the regular work of the organization. The primary use of funds, dues and proceeds derived by this organization shall be for the benefit of the children and improvements of the school.
- This organization is interested in educational policy, but shall not seek to interfere with the freedom of teachers or to control administrative activities or school policies.
- This organization shall select and support needed committees to represent the organization in making recommendations to proper authorities for any emergency needs of the school and to urge adequate measures for the improvement of the school. These committees shall consist of persons chosen by the President or, if the President so designates, chosen by any member of the PTO, and voted on by the majority of the PTO members.
- Members of the PTO shall make the decisions of the organization. If a decision must be made between PTO business meetings, it shall be made by the Board of Directors. If a decision must be made between PTO business meetings and Board of Director meetings, then the President (or the President’s designee) shall make the decision.
- The Board of Directors shall set the agenda for the business meetings.
- Regarding Service Projects: The Board will sponsor two school wide service projects per school year. These projects may occur more than once during the year, but will only benefit two organizations. The board will approve the organizations based on the relevance to our community and will preference to local organizations. In addition to the two school wide projects, the board will sponsor one service project per grade level per school year. The project/organization must be approved by the board prior to publicizing and should be relevant to grade level curriculum and should be local in nature. The grade level projects may be one time projects or may last the duration of the school year, but board approval is only for one school year at a time. The board reserves the right to approve additional service projects under extenuating circumstances.
ARTICLE IV – MEMBERSHIP AND DUES
- Membership is open to any parent or guardian with students at Edmondson Elementary or any staff member at Edmondson Elementary who is interested in the purposes for which this organization is established and who is willing to uphold its policies and subscribe to its by-laws upon payment of dues as hereinafter provided.
- The annual dues shall be established by the Board of Directors prior to the first meeting of each year.
ARTICLE V – OFFICERS AND THEIR ELECTION
- The Board of Directors of this organization shall consist of a President, Vice-President for Projects, Vice-President for Fundraising, Vice-President for Fund Development, Vice President for Communications, Secretary, Treasurer, Principal (or designee) and teacher representative (at the discretion of the Board).
- These positions are for a term of one (1) year, with the exception of the treasurer which is a two (2) year term. No officer may be eligible to serve more than two (2) consecutive terms in the same office, and no officer may be eligible to serve more than three (3) consecutive years on the Board of Directors.
- A slate of candidates will be presented to the members in March and voted on at the April business meeting, even if that meeting is called for the exclusive purpose of taking a vote. Additional nominations may be made from the floor and voting shall not be limited to the nominees. A majority vote from those members present is needed to approve the slate. The consent of each candidate must be obtained before the name is placed in nomination.
- A nominating committee consisting of at least four (4) PTO members plus a chairperson will be appointed by the Board of Directors no later than March. Attempts will be made to have one representative from each grade level, kindergarten through grade 4. These committee members may not be a Board member. The Board of Directors shall present the slate of candidates as described in Article V, Section C.
- Nominations for Treasurer shall have previous accounting, financial systems, and/or computer experience.
- If there is a vacancy on the Board of Directors, the position shall be appointed by the President to fill the remaining term. In case a vacancy occurs in the office of President, any Board member wishing to fill the office may do so by a majority vote of the Board of Directors.
- Pertaining to the PTO nominating process for Board of Directors and Committee Chairs, please see the attached addendum entitled Article V, Letter G.
ARTICLE VI – DUTIES OF OFFICERS
- The President shall preside at all member meetings of the organization and at meetings of the Board of Directors; shall be an ex-officio member of all committees except the Nominating Committee; shall appoint special committees; shall establish a communication link between the PTO and the Building Leadership Team (BLT) of the school and its correlates, and shall perform all other duties usually pertaining to the office.
- The Vice-President for Projects shall be responsible for collecting information needed to evaluate projects for which PTO funding is sought; shall be an ex-officio member of standing and special committees associated with such projects; and in the absence or inability of the President to perform the duties of that office, the Vice-President for Projects shall perform the duties of the President
- The Vice-President for Fundraising shall be responsible for screening proposed new internal fundraising activities of the PTO; shall be an ex-officio member of standing and special committees associated with fundraising activities; and shall have all fundraising activities approved by the Director of Schools or designee prior to any such activity as put forth in the Williamson County Board of Education Policies and Procedures, Section 4.503, revised 10/22/07. In the absence or inability of both the President and Vice-President for Projects to perform the duties of the President, the Vice-President for Fundraising shall perform those duties.
- The Vice-President for Fund Development shall be responsible for screening proposed new external fundraising activities of the PTO; shall be an ex-officio member of standing and special committees associated with fundraising activities; and shall have all fundraising activities approved by the Director of Schools or designee prior to any such activity as put forth in the Williamson County Board of Education Policies and Procedures, Section 4.503, revised 10/22/07. In the absence or inability of the President, Vice-President for Projects and Vice-President for Fundraising to perform the duties of the President, the Vice-President for Fund Development shall perform those duties.
- The Vice-President for Communications shall be responsible for communications to the general membership; shall be an ex-officio member of standing and special committees associated with communication activities; and shall generate public relations with the local news media on a monthly basis. In the absence or inability of the President, Vice-President for Projects, Vice-President for Fundraising and Vice-President for Fund Development to perform the duties of the President, the Vice-President for Communications shall perform those duties.
- The Secretary shall keep a correct record of all business meetings and Board of Directors meetings; shall be responsible for notifying members of meeting dates, times and agenda by means at his/her discretion; shall be responsible for receiving and writing correspondence pertaining to the organization’s activities and shall perform such other duties as may be delegated.
- The Treasurer shall have custody of the organization’s funds; shall keep full and accurate accounts of receipts and disbursements of the PTO; shall deposit funds in the name of the PTO into depositories designated by the Board of Directors; shall disburse funds of the PTO as directed by the Board; shall keep PTO membership records in coordination with the Vice-President for Communications; shall prepare financial statements each month or at such other intervals as the membership may direct; shall be responsible for insuring that filing of the annual tax return (Form 990) and any related filing responsibilities of the organization occur and shall perform such other duties and have such other authority and powers as the membership may from time to time prescribe.
ARTICLE VII – MEETINGS AND REPRESENTATION
- There shall be a monthly meeting of the Board of Directors during the school year on a day and time to be decided on by the PTO Board.
- There shall be bi-monthly business meetings of the PTO during the school year on a day and time to be decided on by the PTO Board, with a minimum of three (3) business meetings per school year.
- At the President’s discretion, Board of Directors meetings may be held prior to the PTO business meetings.
- The privilege of holding office, making motions, debating, and voting shall be limited to members of the organization whose DUES HAVE BEEN PAID, and who are parents, legal guardians, or family members of currently enrolled students.
- The President shall serve as chairperson for all PTO business meetings and Board of Directors meetings. No one at any time during regular business meetings shall address the body without being recognized by the chairperson unless the chairperson announces otherwise.
- For voting purposes in business meetings or Board of Directors meetings, members present at a duly called meeting shall constitute a quorum.
ARTICLE VIII – STANDING COMMITTEES
- The Board of Directors may create standing committees, as it may deem necessary, to promote the objectives and purposes and carry out the work of the organization.
- The chairpersons of each committee shall appoint their own committee members and present a plan of work to the Board of Directors for approval. No committee work shall be undertaken without the consent of the Board of Directors. The term of office for a chairperson shall be for one (1) year, but not to exceed two (2) years.
- Committee expenditures are budgeted and approved in advance. If a committee anticipates non-budgeted costs, they must approach the PTO for approval, and those expenses should be put to discussion and a vote before the costs are incurred. The committee will collect gross revenues and submit them to the Treasurer. The committee will also submit documented expenses to the Treasurer for reimbursement.
- Upon the expiration of the term of office or in case of resignation or termination, each chairperson shall turn over to the President, without delay, all records, books and other material pertaining to the chairmanship, and shall return to the Treasurer, without delay, all funds belonging to the organization.
- Prior to year-end, each committee chairperson shall submit to the President a report of the year’s activities and recommendations for changes, if needed.
- All standing committee chairpersons shall be required to attend at least two (2) business meetings during the school year.
- All committee chairs and board members must comply with the volunteer application procedures as outlined by School Board Policy 4.501pand as defined by the PTO board.
ARTICLE IX – AMENDMENTS
These by-laws may be amended at any business meeting of the organization by a two-thirds (2/3) vote of the members present and voting, provided the proposed amendment has been approved by the Board of Directors and has been read at the previous meeting of the organization or the membership has been notified ten (10) days prior to the meeting. An electronic vote (via email) will also be allowed if it is not feasible to hold an additional business meeting for the purpose of amending the by-laws, provided the membership has been notified ten (10) days prior to the vote.
ARTICLE X – PARLIAMENTARY AUTHORITY
Roberts Rules of Order Revised shall govern this organization in all cases to which they are applicable and are not inconsistent with these by-laws.
ARTICLE XI – DISSOLUTION
In the event of a dissolution, the residual assets of the organization will be turned over to one or more organizations which themselves are exempt as organizations described in sections 501©(3) and 170©(2) of the Internal Revenue Code of 1986 or corresponding sections of any prior or future Internal Revenue Code, or the Federal, State, or local government for exclusive public purpose.
APPROVED this _11th day of ___May___, 2015.
Edmondson Elementary School PTO
851 Edmondson Pike
Brentwood, TN 37027-8203
Federal Employee Identification # 62-1600083
Edmondson Elementary PTO Tax ID #100272662
Edmondson Elementary School
PTO By-Laws – Article V, Letter G Addendum
Policy and Procedures for the
Board of Directors and Committee Chair Nominating Process
In an effort to solidify and complete the nominating process in a timely manner, the following guideline is being suggested:
As per our bylaws, a nominating committee consisting of at least four (4) PTO members plus a chairperson is to be appointed by the Board of Directors no later than March. It is ideal to have one representative from each grade level, K-4, and committee members may not be board members. The committee will present a slate of candidates to the members in March, and that slate will be voted on at the April business meeting.
Prior to the nominating committee appointments, preferably in February, it should be determined which board positions will be vacated the next school year. If current board members wish to remain on the board and take a lateral move, that should be decided before the March board meeting. Also at this time, it should be determined which committee chair positions will be available for the next school year, due to either a current chair leaving the school, or having served two years in that position, or just not wanting to chair the same committee for another year. As a courtesy to outgoing board members who wish to stay active in the PTO, they have the option to select which open committee they’d like to chair. Their selections need to be made as soon as possible, and communicated to the current board at the March board meeting, if not before.
With board openings noted, lateral moves agreed upon, and outgoing board member committee selections determined, a list of open board and committee chair positions can then be presented to nominating committee. This should take place by mid-March at the latest. The president can meet with the nominating committee to get them started and answer any questions they may have, but then must be removed from the process, as it is to board neutral. It should be noted that filling board positions is a priority. Current committee chairs who are rolling off are generally contacted to see if they have an interest in serving in another capacity. A PTO wide email from the president should go out announcing the nominating committee members, their contact information, and listing all open board and committee chair positions to be filled. PTO members are encouraged to get in touch with a nominating committee member if they are interested in serving. With this timeline in place, the nominating committee should have at least two weeks to fill slots, and present the proposed slate of candidates to the current board members by the end of March. At this time, the president should put out a PTO wide email listing the proposed board members for the next school year. The slate of candidates is to be approved and voted on at the April business meeting. The list of committee chairs will also be presented and approved at the April business meeting, even if the list is not completely filled.
It should also be noted that it is general PTO policy for a board member not to chair a committee, and for a PTO member not to chair more than one committee per year.