By-laws of the Oak View Parent-Teacher Organization
Organization statement :
The Oak View PTO is a group of caring, committed, and concerned parents and staff who give their time, talents, and financial support to ensure that all children at Oak View experience the most positive educational opportunities available to them.
ARTICLE I: Name of Organization
The name of the organization is the Oak View Parent-Teacher Organization. It will also be called the Oak View PTO.
ARTICLE II: Purpose
The purpose of the Oak View PTO is to enhance the educational experiences for students at Oak View by:
• Encouraging participation in, volunteering for, creating, and supporting activities that are provided for the students.
• Facilitating communication between administration, staff, and parents so that all members feel informed, involved, and equipped to become active participants in school activities.
• Facilitating opportunities for students and parents with varied interests and talents to become involved in school activities.
• Providing support for the staff and students by giving of our time, talents, and financial support when necessary and available.
• Providing financial support so that programs, activities, equipment, and opportunities that might not otherwise be available may become a reality.
• Building community through offering family activities that all Oak View families can participate in.
• Offering physical, mental, emotional, and financial support as needed by Oak View families.
• Working together and doing what it takes to see that each child has the best physical, mental, social, and academic opportunities at Oak View.
ARTICLE III: Location
The principle office of the Oak View PTO, at which the general business of the organization will be transacted and where the records of the organization will be kept, shall be in the City of Maple Grove, Minnesota, as may be determined from time to time by the PTO Board.
ARTICLE IV: Membership
Section 1.
The structure will be composed of a Board and general Membership.
Section 2.
Any parent and/or legal guardian of a present Oak View student or member of the Oak View staff who supports the purpose of the Oak View PTO shall be eligible for membership. (A member secures membership with the right to vote by attending at least one meeting before a vote during a school year and shall have the privilege of voting for any policy, by-law, amendments, or election. Such membership status is recorded with the Oak View PTO Secretary. This) Attendance at any PTO meeting, board or general, establishes membership and the right to vote on all issues. Membership voting status is completed for each new school year without regard to past attendance in prior school years.
Section 3. Dues
No dues shall be collected.
ARTICLE V : Meeting of Members
Section 1. Place of Meetings
Meetings of the membership shall be held at Oak View or at such other suitable places as may be designated by the PTO Board.
Section 2. General Meeting Schedule
During the school year, meetings will be held (once each month unless otherwise approved by a vote at general members' meeting.) as determined by the PTO Board.
Notice for the first general meeting will be given to members at least two (2) weeks before that meeting. Once determined, a schedule for the remaining meetings of that school year will be available (at the first meeting or) upon request or on the PTO website.
Section 3. Special Meetings
A special meeting may be called by the President of the Oak view PTO as directed by a resolution adopted by the PTO Board. A special meeting shall be called upon a written request signed by at least twenty-five percent (25%) of the voting membership. The notice of any special meeting shall state the time, the place, and the purpose of such meeting. No business shall be transacted at the special meeting except as stipulated in the notice.
Section 4. Presiding Officer
The President of the Oak View PTO will be the presiding officer of all meetings of the membership. In the absence of the President, the President-Elect shall preside. In the absence of both persons, the meeting must be rescheduled. In the case of both persons being absent for two consecutive meetings: the membership present may elect a Chair Pro Tem for the purpose of scheduling a new election of President and President-Elect. Notice of this election must be communicated to all voting members two (2) weeks prior to such election.
Section 5. Notice of Meetings
It shall be the duty of the Secretary or President to see that all members:
Section 6. Quorum
The voting membership present shall constitute a quorum.
Section 7. Voting
Except as otherwise provided by law, each voting member shall be entitled to cast one vote on each question. The votes of the majority of those members present shall decide any question brought before the meeting, unless the question is one (upon) which (,) is prohibited by law, or by these by-laws. When the initial by-laws take effect, notices to request to change the by-laws must be given two (2) weeks before the vote to all members.
Section 8. Members' List
The Secretary shall maintain a list of all voting members and shall make that list available at any meeting on request. The Secretary will maintain communication with the school district to insure that a list of potential membership is available for mailings of notification of meetings or other special purposes.
ARTICLE VI: Board of Directors
Section 1. Number and Qualifications
The PTO Board shall be composed of not less than four (4) and not more than twelve (12) members. The PTO board shall consist of the President, President-Elect , Secretary, Treasurer, and such members that may be elected by the general membership.
Section 2. Authority
The PTO Board shall have all the powers and duties necessary or appropriate for the overall direction of the Oak View PTO. They may engage in such acts and do such things as are not prohibited by law or these by-laws.
Section 3. Nominations
A list of all nominees shall be reported to the general membership at least two(2) weeks prior to ballots being issued. An individual's consent must be obtained before his/her name is officially placed on the ballot.
If an officer decides not to continue in their elected office for the second (2 nd ) year of their term, they are required to communicate that to the Executive Board by no later than the March meeting.
Section 4. Election and Terms of Office
The PTO Board of Directors shall be elected for a term of two (2) years. Elections shall be established such that the President and President-Elect of the PTO Board are elected
in alternating years. Incoming Executive Board members shall be installed during the last organizational meeting of the school year at which time all records and property of the Organization shall be handed over by each Executive Board member to his/her successor.
Section 5. Vacancies, Removal of Board Members
Any removal of a PTO Board member must be voted at a general or special meeting of the Oak View PTO. Notice of such meeting must state clearly its purpose, time, and place. Any vacancies will be voted on at a special or general meeting of the Oak View PTO.
Section 6. Compensation
No compensation shall be paid to any PTO Board member for their duties as a board member.
Section 7. Quorum
At all meeting s of the PTO Board, fifty percent (50%) of the PTO Board shall constitute
a quorum for the transaction of all authorized business. The acts of the majority of the PTO Board members present at a meeting at which a quorum exists shall be the acts of the PTO Board, except where a larger number is required by law or these by-laws.
Section 8. Proxies
Not voting by proxy shall be permitted in the meetings of the PTO Board or the Oak View PTO.
Section 9. School Staff
Selected school staff consisting of the Principal and at least two (2) school staff members , agreed upon between the Principal and the PTO Board members , may sit on the board as non-voting advis o rs.
Section 10. Procedural Issues
Robert's Rules of Order will be the authority for all questions and procedures at any meeting of the Oak View PTO.
ARTICLE VII: Officers
Section 1. Designation
Principal officers of the Oak View PTO shall be the President, President-Elect, Secretary, and Treasurer. At the discretion of the PTO Board, other officers may be elected with duties that the PTO Board shall prescribe. The designated officers receive no pay for this position
Section 2. Election of Officers
All officers shall be a member of the PTO Board and be elected for a term of two years. The President and President-Elect shall be elected in alternating years as may be possible. With the approval of the full board membership, the President-Elect will move to the office of President having served one year as President-Elect. Elections shall take place prior to or at the last meeting of the school year with the official change of authority taking place at the completion of the last meeting of the school year. A vacancy may be filled at any time during a general meeting with a two (2) week notice of such election being given.
Section 3. Removal
Any officer may be removed with or without cause by a vote of the voting membership at any general meeting. Notice of the intention to call for removal must be communicated to all potential members at least four (4) two (2) weeks prior to the intended removal vote. A removal vote is successful if passed by a 2/3 majority of the voting members present.
Section 4. President
The President shall preside at all meetings of the Oak View PTO and of the PTO Board unless otherwise stated in these by-laws. The President shall prepare an agenda and follow it, allowing enough flexibility to include additional important issues, and assist members in establishing goals and objectives early in the year. The President shall encourage committee chairpersons to meet promptly and regularly, and offer to assist if needed and be familiar with guidelines. The President shall consult with school administrators frequently. The President shall be an ex-officio member of all committees. The President and Treasurer are responsible for approving and monitoring operating expenses.
Section 5. President-Elect
The President-Elect shall act as an aide to the President and shall perform the duties of the President in the absence or inability of the President to serve. The President-Elect would assume the duties of the President in the event of his/her resignation until an official board meeting may be convened so that other procedures in these by-laws may be followed. If the PTO Board does not take action within a reasonable period, the full PTO membership will vote on changes as necessary. The President-Elect will assist the President in any manner so designated by him/her. The President-Elect shall obtain and disseminate all insurance policies related to the organization and ensure committee chairs are aware of relevant provisions.
Section 6. Secretary
The Secretary shall maintain an accurate record of the Oak View PTO membership records, and all business transacted at each meeting of the organization. The record shall be presented for approval at the next meeting via a process approved by the board but no later than the next scheduled board meeting.
Section 7. Treasurer
The Treasurer shall receive all money and receipts from persons delegated. The
Treasurer shall deposit all money in the name of the Oak View PTO in the bank approved by the PTO Board. The Treasurer shall keep accurate records of all receipts and disbursements in an organized manner, pay all authorized bills in the manner prescribed by the PTO and preserve all receipts, bank statements, and cancelled checks. The Treasurer shall submit a written report at each regular meeting.
ARTICLE VIII: Committees
Section 1. Formation and Authority
Committees may be formed as necessary at the direction of the PTO Board. The authority will be established when the committee is formed and cannot exceed any authority within these by-laws.
ARTICLE IX: Financial Controls
Section 1. Fiscal Year
The fiscal year of the Oak View PTO shall commence July 1 and end June 30.
Section 2.
The PTO will be bonded by a fidelity bond and will comply with the following requirements:
• All checks will require two signatures.
• The President-Elect shall have no signing privileges.
• The President, Principal, and Treasurer shall be authorized to sign checks.
• No check shall be signed by a person to whom the check is payable.
• There will be NO pre-signing of checks.
Section 3. Budget
The PTO Board shall generate a budget for the coming year based upon consultation with the school resource manager, a review of the budget of the previous fiscal year, the expenses of the current fiscal year, and input from the school staff. The budget shall be used as a spending guide and as a means of informing the General Membership of the intended disbursal of Organizational revenues.
The budget shall be presented by the PTO Board in its last meeting in May of each year and upon the Board's approval, shall be consigned to the incoming Board for consensus. The approved budget shall be presented for ratification by a vote of the general Membership at the September General Meeting.
At all times the accounts of the Oak View PTO shall have a reserve of at least 1/3 of the current year's budget.
The budget may be amended by the Oak View PTO as circumstances may dictate.
Section 4. Audit
The financial records of the Oak View PTO shall be audited at the end of every fiscal year. The Audit Committee shall be comprised of the President-Elect, the Treasurer, another member of the Board who is not a signatory, and an external auditor. The committee's duties will be to examine the records of the Organization and report their findings to the PTO Board no later than the November meeting. Members of the Audit Committee shall be nominated by the President and approved by the Board.
Section 5. Counting of Funds
A minimum of two (2) Board members are required to count and validate funds received after an event. The Committee Chairperson and Treasurer should always be included and other members nominated as needed by the President.
All funds are expected to remain on school premises unless another process is approved in advance by the PTO Board. The PTO safe is available for the securement of all funds and should be used as such.
A copy of the cash deposit form shall be placed in both the Treasurer's file and in the Event Committee's file for retention purposes.
All funds will be tracked on forms provided by the President or Treasurer of the Organization. A completed copy of the tracking form shall be placed in both the Treasurer's file and in the Event Committee's file for retention purposes.
These articles were first presented and accepted by the general membership at a meeting held March 16, 1992 .
Amendment to the PTO By-laws
Presented September 7, 1999 to the PTO Board:
For the school year 1999-2000 only, three (3) additional PTO Board member positions will be created.
2004 – 2005 School Year
Amended by-laws to include a third staff member to the Board of Directors.
2005 -2006 School Year
Amended by-laws:
• corrected many spelling/grammatical errors
• changed Vice-President to President-Elect
• added financial controls and statements
• updated Article IV: Membership
• updated Article V: Meeting of Members
• updated Article VI: Board of Directors
• updated Article VII: Officers
Signed by:
President
President-Elect
Secretary
Treasurer