Leesburg Elementary School Parent Teacher Organization Bylaws
reviewed and revised Spring 2017
Article I: NAME
The name of the organization shall be the Leesburg Elementary School PTO (the "PTO"). It is a non-stock corporation formed in the Commonwealth of Virginia.
Article II: PURPOSE/OBJECTIVES
Section 1: The objectives of the PTO are:
A. To promote the welfare of youth.
B. To bring into closer relationship the home and the school, that parents and teachers may cooperate in the education of the child.
C. To develop, between educators and the general public, such united efforts as will secure for every child the highest advantage in intellectual, physical, and social education.
D. To foster academic excellence to reduce achievement gaps and encourage unity in the Leesburg Elementary School community.
Section 2: The objectives of the PTO are promoted through an educational program directed towards parents, teachers, and the general public; are developed through conferences, committees, projects, and programs; and are governed and qualified by the basic policies set forth in Article III.
Section 3: The PTO is organized exclusively for the charitable, scientific, literary, or educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or the corresponding Section of any future federal tax code (hereinafter "Internal Revenue Code").
Article III: POLICIES
Section 1: The objectives of the PTO are promoted through an educational program directed towards parents, teachers, and the general public; are developed through conferences, committees, projects, and programs; and are governed and qualified by the basic policies set forth in this article.
Section 2: The PTO shall be non-commercial, non-sectarian, and non-partisan.
Section 3: The PTO may cooperate with other organizations and agencies active in child welfare, provided its representatives makes no commitment that bind the group represented without express written consent of the Executive Committee.
Section 4: No part of the net earnings of the PTO shall inure to the benefit of, or be distributable to its members, directors, trustees, officers, or other private persons except that the PTO shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distribution in furtherance of the purposes set forth in Article II hereof.
Section 5: Notwithstanding any other provision of these articles, the PTO shall not carry on any activities not permitted to be carried on (i) by an association exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code, or (ii) by an association, contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code.
Section 6: The PTO or members in their official capacities shall not directly or indirectly, participate or intervene (in any way, including publishing or distributing of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office, or devote more than an insubstantial part of its activities to attempting to influence legislation by propaganda or otherwise.
Article IV: MEMBERSHIP AND DUES
Section 1: Any parent or guardian interested in the objectives of this organization of parents and teachers who are willing to uphold its policies and subscribe to its bylaws and may become a member upon completion of a membership registration. Membership in the PTO entitles the parent or guardian to a copy of the bylaws and financial information upon request.
Section 2: The Secretary shall keep the record of membership.
Section 3: The current Executive Committee shall conduct the annual enrollment of members. Additional members may be accepted at any time.
Section 4: Teachers and staff are:
A. Considered to be ex-officio members during their tenure at Leesburg Elementary School.
B. Teacher Liaison - the President will work with the Principal to identify a teacher liaison(s), responsible for representing views of the teachers to the general membership and to the Executive Committee, communicate PTO matters to teachers and staff, and assist in the development of PTO fundraising and programs. The Teacher Liaison is encouraged, but not required, to attend Executive Committee meetings and must attend General Assembly meetings.
Section 5: The privilege of holding office, introducing motions, debating, and voting shall be limited to registered members of the PTO and teachers.
Article V: OFFICERS AND THEIR ELECTION
Section 1: All officers of the PTO shall be members of this PTO.
Section 2: Executive Committee
A. The Executive Committee consists of elected officers of this PTO: President, Vice-President, Secretary, Treasurer.
B. Officers shall be elected in the month of May, however if there is but one nominee for an office, election for that office may be by voice vote. A majority of votes cast shall constitute an election.
C. An annual meeting (hereinafter referred to as Annual Meeting) shall be scheduled, by the current President, between the date of the election of new officers in May and the end of the fiscal year June 30th. All members of the incoming and outgoing Executive Committees will be required to attend this meeting.
D. All officers shall assume their duties on July 1st following the Annual Meeting.
E. Officers shall serve for one year or until the successors assume their duties. An officer's service shall not extend beyond the end of the first General Assembly meeting held during the new school year following his/her year of service.
F. A person shall not be eligible to serve more than three consecutive terms in the same office on the Executive Committee unless appointed by a majority vote of the newly elected Executive Committee.
G. A vacancy occurring in any office may be filled for the unexpired term by a person elected by a majority vote of the remaining members of the Executive Committee. In the case of a vacancy occurring in the office of the President, the Vice-President shall automatically assume the role as President for the unexpired term.
Section 3: Nominating Committee
A. There shall be a nominating committee consisting of three members selected by the President at least two months prior to the election. The President shall designate one person to be the chairperson who will conduct the nominating activities and preside over the election at the May General Assembly meeting.
B. The Nominating Committee members shall not be any of the persons running for a position on the Executive Committee.
C. The Nominating Committee shall make a judicious attempt to recruit nominees for each office and report to the President at least one month prior to the May General Assembly meeting.
D. The President shall circulate the names of the nominees to the membership prior to the May General Assembly meeting. Further nominations may be made from the floor at the time of the meeting, but prior to the balloting.
E. The name of an individual may not be placed in nomination without his/her expressed consent.
Article VI: DUTIES OF OFFICERS
Section 1: The President shall:
A. Preside at all meetings of the PTO and of the Executive Committee.
B. Perform such other duties, as defined by the ancillary document Duties & Responsibilities of PTO Officers, agreed to, and signed by incoming officer.
C. Be a member ex-officio of all committees except Nominating Committee.
D. Be a co-signer on the PTO bank account.
Section 2: The Vice-President shall:
A. Act as aid to the President.
B. Perform duties of the President when the President is absent.
C. Perform such other duties as defined by the ancillary document Duties & Responsibilities of PTO Officers, agreed to, and signed by incoming officer.
D. Be the liaison with the county School Board and report to the general membership on issues before the School Board.
Section 3: The Secretary shall:
A. Record the minutes of the General Assembly meetings and the Executive Committee meetings and shall inform the general membership thereof.
B. Keep the official copy of the PTO's bylaws.
C. Perform such other duties as defined by the ancillary document Duties & Responsibilities of PTO Officers, agreed to, and signed by incoming officer.
Section 4: The Treasurer shall:
A. Receive all monies of the organization.
B. Keep an accurate record of receipts and expenditures.
C. Pay out funds in accordance with the annual budget approved by the General Membership and the Executive Committee.
D. Present a financial statement at each General Assembly meeting, Executive Committee meeting and as otherwise requested or required.
E. Prepare an annual financial report at the end of the fiscal year.
F. Have the accounts audited in accordance with the procedures outlined in Article XII
G. File form 990, 990 postcard, or 990-EZ as required by IRS regulations.
H. Perform such other duties as defined by the ancillary document Duties & Responsibilities of PTO Officers, agreed to, and signed by incoming officer.
Section 5: All officers shall:
A. Perform the duties prescribed in the parliamentary authority in addition to those outlined in these bylaws and those created in the ancillary document Duties & Responsibilities of PTO Officers, agreed to, and signed by incoming officer.
B. Be responsible for compiling a folio, which shall include all official material pertaining to their offices.
Article VII: MEETINGS
Section 1: General Assembly meetings of the PTO shall be held in accordance with a schedule prepared by the Executive Committee at the beginning of the school year. The General Membership shall be notified ten (10) days prior to any scheduled General Assembly meeting as to the time, place, and agenda of the meeting.
Section 2: Special meetings may be called at any time, but five (5) days notice to the membership is required in order to make the meeting official for conducting business.
Section 3: A majority vote of members present at General Assembly, Executive Committee, or special meetings (as defined in Article VII, Section 2) shall be required for passing any motions.
Section 4: Official business reserved for the General Assembly shall be defined as: 1) election of officers, 2) amendments to these bylaws, 3) approval of the annual budget, and 4) any other matters referred to the General Membership by the Executive Committee.
Article VIII: EXECUTIVE COMMITTEE
Section 1: The Executive Committee shall consist of the officers of the PTO and the principal (or his/her designated alternative).
Section 2: The duties of the Executive Committee shall include, but not be limited to:
A. Transacting all official business of the PTO with the exception of items reserved to the General Membership by Article VII.
B. Coordinating the activities of the officers and committees.
C. Creating standing and special committees.
D. Developing plans, programs, and schedules for the PTO.
E. Developing budgets for the PTO.
Section 3: The Executive Committee shall meet as required. A quorum shall consist of a majority of elected officers. Any member of the PTO may bring an issue to the attention of the Executive Committee. The member may contact the President or any other member of the Executive Committee and request to be heard at the next Executive Committee meeting. A simple majority of those present and voting shall be sufficient to pass any resolution presented to the Executive Committee. The elected officers shall have one vote each.
Section 4: An Annual Meeting will be scheduled by the current President to transfer information, procedures, and documentation to the incoming Executive Committee. This meeting will be scheduled between elections in May and July 1st. Attendance is compulsory by all members of both the incoming and outgoing Executive Committees.
Article IX: STANDING AND SPECIAL COMMITTEES
Section 1: Standing and special committees shall be created by the President with the approval of the other elected officers as may be required for effectively achieving the goals of the PTO. The committee so constituted shall be governed by the bylaws of the PTO. The President, with the approval of the other elected officers, appoints chairpersons of committees. The term of the committee appointments shall be determined in the Executive Committee resolution creating the committee, but may not exceed the term of the elected officers approving the appointment.
Section 2: Committee chairpersons may participate in the Executive Committee.
Section 3: The committees are not to undertake any activities not properly approved within the scope of the committee's creation.
Section 4: The President is an ex-officio member of all committees except the Nomination Committee.
Article X: ARTICLES OF INCORPORATION
Section 1: The bylaws of the PTO shall be deemed part of its articles of organization.
Article XI: AMENDMENTS
Section 1: These bylaws may be amended at any General Assembly meeting of the organization by two-thirds vote of the members present and voting, provided notice of the proposed amendment shall have been given at the previous Executive Committee meeting.
Section 2: A committee may be appointed to submit a revised set of bylaws as a substitute for these bylaws only by a majority vote at a General Assembly meeting or by a two-thirds vote of the Executive Committee.
Section 3: The Secretary can correct non-substantive errors in spelling, grammar, or numbering without amendment, subject to the approval of the Executive Committee.
Article XII: AUDITING PROCEDURES
Section 1: The Executive Committee, prior to the end of the fiscal year, shall select an Auditing Committee or professional auditor. An Auditing Committee shall consist of no fewer than three (3) members and no one with signature authority shall sit on the Auditing Committee. The audit shall be conducted by June 30th.
Section 2: The Treasurer shall submit the books and records to the Auditing Committee or professional auditor by the end of the school year. The audit report shall be submitted in writing to the Executive Committee by the end of the fiscal year.
Section 3: The Executive Committee shall, upon resignation of the treasurer during a term, select an Auditing Committee or a professional auditor within one (1) week of the resignation. The audit shall be performed with the fiscal year auditing procedures and shall be completed within three (3) weeks of resignation. This audit shall not be performed in lieu of the fiscal year-end audit.
Section 4: The newly elected Treasurer shall not undertake any banking responsibilities of that office, with the exception of depository duties, reconciliation of bank statements, change the signatory, or other clerical duties not requiring signatory until the audit is presented to the Executive Committee.