PTO Bylaws govern our organization’s operations and contain our basic rules, outlines our purpose, and provides a structure for our PTO.
Explore Charter School
Parent Teacher Organization
ARTICLE I – NAME
The name of this organization shall be the Explore Parent Teacher Organization, Inc. (herein called PTO), an independent group of interested parents and teachers from Explore Charter School.
ARTICLE II — MISSION STATEMENT
The Explore PTO is a nonprofit, volunteer parent/teacher organization whose membership includes all parents, legal guardians and staff at Explore Charter School. The PTO’s mission is to promote open and positive communication and understanding between parents and staff of the Explore Charter School. Our efforts serve to enhance and maximize the education of every child while aiding them in achieving their highest potential. The PTO provides financial assistance to teachers in their classroom settings, holds fund-raisers for supplemental educational materials and experiences, and supports school and family social interaction. It is our belief that the team effort of a parent teacher organization offers the best possible learning environment for our children.
ARTICLE III – POLICIES
Section 1. The program of this organization shall be education and shall be implemented through committees, projects and events.
Section 2. This organization shall be non-commercial, non-sectarian. No commercial enterprise shall be endorsed by it. Neither the name of the organization nor the name of its officers in their official capacities shall be used in any connection with a commercial concern or for any purpose other than the regular work of the organization.
Section 3. This organization shall not seek to direct the administration activities of the school, or to control its policies.
Section 4. This organization may cooperate with other organizations and agencies active in child welfare, provided they make no financial nor manpower committees, which bind their members.
Section 5. All funds shall be kept in a checking account in the name of Explore Charter School PTO, requiring two signatures of the Executive Board and held at a local financial institution.
Section 6. The organization shall leave a minimum of $1,000.00 in the treasury at the end of each fiscal year.
Section 7. Reimbursement requests must be made within 45 days of the expenditures, otherwise the request may be denied.
Section 8. Contract signing authority is limited to the President or the President’s designee and the Vice-President.
Section 9. The Treasurer must be bonded to ensure integrity of fund management.
ARTICLE III — MEMBERSHIP AND DUES
Section 1. Eligibility & Enrollment:
- Membership is open to all teachers, staff, and parents/guardians of children of Explore Charter School.
- Parents and guardians are automatically member of the PTO; no membership form is necessary.
- Each school year, a welcome letter from the PTO will inform parents of their automatic membership and voting rights.
Section 2. Dues & Donations:
- Donation is not required for membership, voting, or running for office.
- Donations may be required for participation in specific PTO events.
Section 3. Voting Privileges:
- Each parent or guardian of a child/children currently enrolled at Explore Charter School is entitled to one vote, including teachers who have a child/children enrolled.
- Any member or office who may have a direct or indirect business interest involving the school or school district will not be able to vote or be involved in the decision process.
Section 4. Notices:
- A Schedule of proposed meeting dates will be distributed at the first general meeting of the school year.
- A schedule of the officers’ meeting dates will be posted on the PTO bulletin board at the beginning of the year.
ARTICLE IV — FISCAL YEAR
The fiscal year shall be from July 1st through June 30th of the current year.
ARTICLE V — OFFICERS AND THEIR ELECTIONS
Section 1. Officers and their elections:
- The officers of this organization shall consist of President, Vice President, Secretary, Treasurer, Communications Associate, Event Planner, and Teacher Representatives.
- Officers shall be elected annually in the month of May.
- Each Officer position having two or more candidates running in opposition of one another shall be voted upon independently and in a closed ballot process. Candidates who are running unopposed for their respective Officer positions may, at the discretion of the current PTO Board and the Nominating Committee, be presented and voted upon as one unified slate. The slate may be presented for an oral vote, or written ballot.
- In May, all parents and guardians of children in the upcoming first grade class are allowed to become members of our PTO for the next school year. Voting rights shall be limited to the election of officers until the following school year.
- The newly elected officers shall assume their duties July 1st and shall serve for a term of one year or until the election of their successors.
- A person shall not be eligible to serve more than two consecutive terms in the same office.
- The outgoing President shall be invited to serve as an advisor to the Executive Board for one year in order to ensure continuity.
- Any office except Treasurer may be co-chaired.
Section 2. A Nominating Committee shall be created at the February meeting. They shall be appointed by majority vote. The committee shall consist of at least 1 staff and 1 parent. The duties of the committee are:
- To send out written notification in March to the school population to seek nominations for officers.
- To review nominations.
- To notify nominees and to verify their acceptance.
- To present a list of persons who have accepted nominations at the spring general/board meeting.
- To post a list of final nominations for individuals running for PTO board for the May meeting, and to publish the list in the school’s newsletter or by special notice.
- To prepare ballots for elections. In the event of a closed ballot election, the committee shall be responsible for tabulating the votes.
Section 3. The nomination process is as follows:
- Any member in good standing may be nominated for officer.
- A letter to the general school population shall include an explanation of the nomination process and a request for nominations.
- All written nominations shall be received prior to the April meeting. Additional nominations will be accepted from the floor at the spring general meeting, at which point nominations are then closed.
Section 4. The voting process is as follows:
- Any member in good standing shall be eligible to vote.
- Voting for officers shall take place at the May meeting
- Members in good standing who are unable to attend the May meeting may vote by proxy. Forms, if applicable, may be obtained from the Nominating Committee.
- At least two (2) independent counts of closed ballot elections will be made immediately after the voting.
- All ballots will be destroyed after tabulation
Section 5. A vacancy occurring in any office shall be filled by a majority vote of all remaining members of the Executive Board. If the office of President becomes vacant, a Vice President shall assume the duty for the remainder of the school year, or until the office is filled.
Section 6. By two-third (2/3) vote of the entire Executive Board, an officer may be removed from office for failure to perform duties.
Article VI. DUTIES OF EXECUTIVE BOARD MEMBERS
The President shall preside at all membership meetings; prepare an agenda; represent the school on the President’s Council; act as liaison between the school staff and the PTO; encourage family and school activities; see that all books, reports and certificates as needed are properly kept or filed; have the power to sign checks or drafts along with the Treasurer, prepare the budget.
Vice President: The vice-president shall act as an aide to the president and assume the president’s duties in his/her temporary absence or if the position becomes vacant mid-year.
Secretary: The secretary will record minutes for officers’ at general meetings. S/he will prepare flyers, agendas, and sign-in sheets. The secretary will also maintain on file in the school’s Main Office the Minutes of the fiscal year and the organization’s By-laws. S/he will makes copies of meeting minutes and have them available upon request. S/he shall be responsible to advise any member on questions regarding parliamentary law or method of procedures when requested. S/he shall serve as Chairperson of the Tellers for elections and count a vote when requested by the presiding officer. The rules contained in the current edition of Robert’s Rules of Order serve as parliamentary authority.
Treasurer: The treasurer is responsible for all financial affairs and funds of the PTO. The treasurer is responsible to write checks; transfer of monies to the PTO’s bank account and will keep record of all deposits, income, and expenditure. S/he will provide financial reports upon request and at each general meeting. The treasurer will be the owner of the key to the lock box.
Communications Associate: The communications associate is responsible for the distribution of information to families via voicemail, email, social media, and publications. S/he is also in charge of the general marketing of events and family initiatives.
Event Planner: The event planner will be responsible for coordinating the planning, organizing, recruiting, and executing of a series of fun school-wide “family events” during the school year included, but not limited to: food, logistics, décor, and entertainment.
Teacher Representatives. The faculty shall be represented by 2 teachers, as Teacher Representatives, who will act as liaison(s) between the PTO and Explore Charter School. The Teacher Representatives will keep both bodies apprised of all activities and pertinent information which may be disseminated or upon which action must be taken. The 2 Teacher Representatives must agree on final decision, as they will only carry one vote on the Board.
ARTICLE VII— EXECUTIVE BOARD
Section 1. Composition: The Executive Board shall consist of the officers of the organization and the Principal (or representative to act on his/her behalf).
Section 2. Responsibility: The Executive Board shall be subject to the orders of the organization and none of its acts shall conflict with actions taken by the organization.
Section 3. Duties of the Executive Boards:
- Transact necessary business in the intervals between general membership meetings.
- To approve the plans of the project committees.
- To present a report at the general membership meeting of any action taken by the Executive Board.
- To facilitate an annual audit of the treasurer’s records after the fiscal year end, and before the first fall general membership meeting.
- To prepare an annual budget for membership approval.
- To approve routine bills within the limits of the budget.
- To fill vacancies of elected positions.
- To oversee fundraising activities of the school year.
- To conduct emergency business between Executive Committee meetings.
- To create special committees.
- To appoint chair persons of committees.
Section 4. Executive Board Meetings: The Executive Board Meetings will be held in person or via conference call each month. Special meetings may be called by the President or by a majority of the members of the board.
Section 5. The Executive Board, by majority vote of all officers, may approve unbudgeted expenditures up to a maximum of $500.00. Expenditures over $500.00 must be put to a vote of the membership.
Section 6. Removal. The Board may remove any Officer or Director for cause by two-thirds (2/3) vote of all Directors then in office, at any regular or special meeting of the Board, provided that a statement of the reason or reasons shall have been mailed by Registered Mail to the Officer or Director proposed for removal at least thirty (30) days before any final action is taken by the Board. This statement shall be accompanied by a notice of the time when, and the place where, the Board is to take action on the removal. The Officer or Director shall be given an opportunity to be heard and the matter considered by the Board at the time and place mentioned in the notice.
ARTICLE VIII— COMMITTEES
Committees shall be created by the Executive Board as needed to promote the purpose and interests of the organization. The need for specific committees will be reviewed annually.
Section 1. The chairperson of each committee shall present their plans to the Board and a yearly report to their successors. No committee work shall be undertaken without the approval of the Executive Board. The chairpersons shall report on committee activities to the President monthly and at the general membership meetings as necessary.
Section 2. Special committee may be established by the Executive Board, or by action taken at a general membership meeting.
ARTICLE IX — THE EXECUTIVE COMMITTEE
Section 1. The Executive Committee will consist of the officers of this organization, the chairperson of each standing committee, a teacher representative and the principal of the school or his/her representative. The Chairpersons of committees will be appointed by the Executive Board. The Executive Committee members will serve until their replacements are selected.
Section 2. The duties of the Executive Committees shall be:
- To conduct business in the intervals between organization meetings and other business that may be referred to it by the organization.
- To create standing committees
- To approve the plans of work of the standing committees.
- To present a report at regular meetings of the organization.
ARTICLE X — STANDING AND SPECIAL COMMITTEES
Section 1. Such standing committees shall be created by the Executive Board as deemed necessary to promote the objectives of the organization and to carry on its work.
Section 2. Chairperson(s) of standing committees shall be selected by the Officers of the organization. The term of the Chairperson(s) shall be one (1) year and no person may serve as Chairperson for more than two (2) consecutive years.
Section 3. The chairperson(s) of each standing committee shall present a plan for the Executive Board to approve. No committee work shall be undertaken without the consent of the Board. Chairperson(s) and the ongoing work of his/her committee(s) will be supervised by an Executive Officer as determined by the Board.
Section 4. The power to form a special committee and appoint its members rest with the majority vote of the Executive Board. Since a special committee is created and appointed for a specific purpose, it automatically ceases to exist when its work is done and its final report is received by the Executive Board.
ARTICLE XI— MEETINGS
Section 1. Frequency: Regular meetings of this organization shall be held on an “as needed basis” as designated by the Executive Board. The goal when setting/determining the meeting date/duration, should be determined based on the amount of information we have. The meeting can and will vary from 30 minutes to 60 minutes as designated by the Executive Board.
Section 2. Quorum:
- General Membership Meetings — 12 members shall constitute a quorum for the transaction of business at any general membership meeting.
- Executive Board Meetings —4 Executive Board members shall constitute a quorum for the transaction of necessary business and/or approval of routine bills in the intervals between general membership meetings.
ARTICLE XII — DISSOLUTION
Section 1. Procedure:
- The organization, by majority vote in a general membership meeting, shall authorize the appointment of a committee to consider the reasons for disbanding and the necessary steps to be taken.
- Notice of intent to disband shall be given to all members, in writing, at least 30 days prior to the general membership meeting.
- The committee shall submit a report at the next general membership meeting.
- A quorum for the purpose of dissolution shall be 25% of the current year’s total membership.
- A 2/3 vote of those in attendance is required for passage.
Section 2. Fund:
Upon dissolution of this organization, after paying or adequately providing for the debts and obligations of this PTO, the remaining assets shall be distributed to Explore Charter School. If Explore Charter School ceases to exist, remaining PTO assets shall be distributed for one or more exempt purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code, or corresponding sections of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose.
ARTICLE XIII — PARLIAMENTARY AUTHORITY
Section 1. Revision Procedure:
- A committee may be appointed to submit a revised set of bylaws as a substitute for the existing bylaws by a majority vote at a general membership meeting, or by a 2/3 vote of the entire Executive Board.
- Amendments and/or revisions must be posted in the PTO display case at least one general membership meeting prior to the general membership meeting in which all proposed changes are read and discussed.
- Bylaws may be amended or revised by the affirmative vote of 2/3 of the members present and voting at any general membership meeting provided that the proposed amendment has been presented at a previous regular meeting.
Section 2. Revision Schedule: These bylaws may be revised on a one year schedule, or as needed.