KENSINGTON PTO BY-LAWS Revised 3/12
KENSINGTON PTO BY-LAWS
(Revised November 30, 2015)
Article I: NAME
The name of this organization shall be known as the Parent-Teachers Organization (PTO) of Kensington, NH.
Article II: ARTICLES OF ORGANIZATION
The organization exists as an incorporated organization of its members. Its “Articles of Organization” comprise these bylaws, as from time to time amended, and its articles of organization, if any. In the absence of separate articles of organization, the bylaws shall be deemed to be the articles of organization. In the event of any conflict between these bylaws and the articles of organization, these bylaws shall govern.
Article III: PURPOSES
Section 1. The Objects of the Kensington PTO are, to the greatest extent permitted by Section 501 of the Internal Revenue Code:
a. To promote the best possible education for our students.
b. To promote curriculum enrichment.
c. To purchase equipment or materials helpful to the teaching process.
d. To support extracurricular activities
e. To support modifications to the school building to enhance function and safety.
f. To promote the student as an active, contributing member within his/her town and environment.
g. To foster a good relationship and promote communication among the town officials, school board, teachers, parents, school body, and townspeople.
Section 2. The Objects of this organization are promoted through education programs directed toward 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 IV.
Article IV: BASIC POLICIES
The following are basic policies of this organization.
a. The organization shall be noncommercial, nonsectarian, and nonpartisan.
b. The name of the organization or the names of any members in their official capacities shall not be used to endorse or promote a commercial concern or in connection with any partisan interest for any purpose not appropriately related to promotion of the Objects of the organization.
c. The organization shall not directly or indirectly participate or intervene (in any way, including the 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 in attempting to influence legislation by propaganda or otherwise.
d. The organization shall work with the school to provide quality education for all children and youth, and shall seek to participate in the decision-making process establishing school policy, recognizing that the legal responsibility to make decisions has been delegated by the people to the Board of Education.
e. The organization may cooperate with other organizations and agencies concerned with child welfare, but persons representing the organization in such matters shall make no commitments that bind the organization.
f. Upon the dissolution of this organization, after paying or adequately providing for the debt and obligations of the organization, the remaining assets shall be distributed to one or more nonprofit funds, or organizations which have established their tax exempt status under section 501 (C)(3) of the Internal Revenue Code.
ARTICLE V: MEMBERSHIP QUALIFICATION
Section 1. Parents or guardians with a child or children attending Kensington Elementary School, regardless of grade, shall automatically be granted membership [in the organization].
Section 2. The school faculty (teachers) and staff (office assistants, room aides, etc.) shall automatically be granted membership in the organization.
Section 3. Membership in this PTO shall be made available without regard to race, gender, color, creed, religion, or national origin.
ARTICLE VI: DUES
There are no dues or fees collected in order for affiliation with this organization. The treasurer may accept donations from members or outside sources at the discretion of the Executive Board.
ARTICLE VII: OFFICERS AND THEIR ELECTION
Section 1. Each Officer shall be a member of the Kensington PTO.
Section 2. The Executive Board members/officers of this organization shall consist of a President(s), Vice President(s), a Secretary, a Treasurer, and one or more Members At Large.
a. Officers shall be elected by ballot at the annual meeting in May. Nominations shall be made by the members of the Executive Board. However, if there is but one nominee for any office, election for that office may be by voice. Voting shall commence at the beginning of the meeting and conclude at the close of the meeting. Results will be announced after elected positions have been accepted.
b. Officers shall assume their official duties following the close of the meeting in May/June, except President and Treasurer, who will remain in office until July 31, allowing for a smooth transition between Executive Board, and shall serve a term of at least (1) year. No person shall serve more than two (2) consecutive terms in any one office with the exception of filling in for an incomplete term.
c. All officers shall serve without compensation.
Section 3. A vacancy occurring in any office shall be filled for the remainder of the term by a person elected by a majority vote of the Executive Board, notice of such election having been given. In the case where a vacancy occurs in the office of President, the Vice President shall automatically assume the responsibilities as President.
ARTICLE VIII: DUTIES OF OFFICERS
Section 1. The President shall:
a. Preside at all meetings of the organization and of the Executive Board.
b. Perform such other duties as may be prescribed in these bylaws or assigned by the organization.
c. Be a member ex officio of all committees.
d. Coordinate the work of the officers and committees of the organization in order that the Objects are promoted.
e. Personally attend or see that another member represents the PTO at all School Board meetings on a regular basis.
Section 2. The Vice President shall:
a. Act as aide to the President
b. (In their designated order) perform the duties of the President in the absence or inability of that officer to serve.
c. Perform other delegated duties as assigned.
Section 3. The Secretary shall:
a. Record the minutes of meetings of the organization, and provide a copy of the minutes to all Executive Board members within 10 days of the meeting.
b. Maintain a record of past meetings for a minimum of two (2) calendar years.
c. Have a current copy of the Bylaws.
d. Provide all necessary correspondence.
e. Perform other delegated duties as assigned.
Section 4. The Treasurer shall:
a. Have custody of all of the funds of the organization.
b. Keep a full and accurate account of receipts and expenditures.
c. Make disbursements as authorized by the Executive Board, or organization, in accordance with the budget adopted by the organization.
d. Present a financial report at every meeting of the organization and make a full report at the annual meeting.
e. Perform other delegated duties as assigned.
Section 5. All officers shall perform the duties outlined in these Bylaws and those assigned from time to time. Upon the expiration of a term of office or in the case of a resignation, each officer shall turn over to the President without delay all records, books, and other materials pertaining to the office and shall return to the treasurer, without delay, all funds pertaining to the office.
ARTICLE IX: EXECUTIVE BOARD; MEETINGS
Section 1. The Executive Board shall consist of the officers of the organization, in addition to the “Members at Large” that will represent the PTO body.
Section 2. The duties of the Executive Board shall be:
a. To transact necessary business in the intervals between general meetings and such other business as may be referred to it by the organization.
b. To create standing and special committees and appoint coordinators.
c. To approve the plans of work of the committees and coordinators.
d. To present a report at the general meetings of the organization.
e. To prepare and submit to the organization for adoption a budget for the year.
f. To approve routine bills within the limit of the budget.
Section 3. Regular meetings of the Executive Board shall be held approximately monthly during the school year, the time to be fixed by the Executive Board at its first meeting of the year. Members shall be provided notice of the dates of the meetings and shall be entitled to attend. A majority of the Executive Board shall constitute a quorum. Special meetings of the Executive Board may be called by the President or by a majority of the members of the Board. Three (3) days’ notice must be given of a special meeting.
ARTICLE X: GENERAL MEETINGS
Section 1. Meetings of the general membership of the organization shall be held on a regular basis, approximately quarterly during the school year, unless otherwise provided by the organization or by the Executive Board, three (3) days’ notice having been given of a change of date. To the extent possible, a Fall meeting shall be held in coordination with Curriculum Night in September, a Winter meeting with the Winter Concert in December, and a Spring meeting with the Spring Concert in May. At the Fall meeting, the order of business shall include recruiting of volunteers, soliciting members to make family contributions to the organization, and approval of a budget. The Spring Meeting shall serve as the Annual Meeting, during which the Executive Board shall be elected as provided in Article VII.
Section 2. Special meetings of the organization may be called by the President or by a majority of the Executive Board, three (3) days’ notice having been given.
Section 3. Twenty-five percent of the general membership present shall constitute a quorum at general meetings.
Section 4. A quorum of members present shall be required for the transaction of business in any general meeting of this organization.
ARTICLE XI: STANDING AND SPECIAL COMMITTEES; COORDINATORS
Section 1. Only members of this organization shall be eligible to serve in any elected or appointed positions.
Section 2. The Executive Board may create such standing committees as it may deem necessary to promote the Objectives and to carry on the work of the organization. Standing Committees continue in existence until dissolved by the Executive Board.
Section 3. Special Committees may be formed and their members selected by the President at any Executive Board or general meeting. Since a special committee is created and appointed for a special purpose, it automatically goes out of existence when its work is completed.
Section 4. Any committee formed shall have a Chairperson. A single person may also serve the same functions as a committee, and in that event shall be called a Coordinator.
Section 5. All Chairs and Coordinators, including the Volunteer Coordinator discussed in Article XII, must communicate all events, purchases, and expenditures to the Executive Board PRIOR to an event so as to promote continuity of the PTO Purposes (Article III) and Basic Policies (Article IV).
ARTICLE XII: VOLUNTEER COORDINATOR
Section 1. At the annual meeting in May, the Executive Board will appoint a Volunteer Coordinator. The Volunteer Coordinator is an appointed position and is not a member of the Executive Board. Nominations will be accepted from the entire PTO organization. The Executive Board, with the Principal’s recommendation, will appoint a person from those accepting nomination. The outgoing Coordinator will stay on to mentor the incoming Coordinator.
Section 2. The Volunteer Coordinator works closely with the school Principal, staff, PTO, and the volunteer committee chairs to determine the school’s volunteer needs. The Volunteer Coordinator functions as a liaison and facilitator for the program: recruiting, assigning, and organizing volunteers. The Volunteer Coordinator performs evaluations and sets goals for the program based on teacher and volunteer input; she/he works with the principal and staff to support and encourage volunteerism and provide opportunities for volunteers. An important emphasis is to maintain the high standards of the NHPIE, Blue Ribbon Award Program, and to be flexible to allow the volunteer program to evolve with the changing needs of the school. The Volunteer Coordinator should consult directly with the Principal. Should any questions or concerns arise as to duties, obligations, or performance, of the Volunteer Coordinator, the PTO Executive Board will be responsible for addressing those issues. The Executive Board may adopt a written job description for the Volunteer Coordinator to elaborate on these duties, as needed.
Section 3. Any mid-term vacancy in the Volunteer Coordinator position shall be filled for the remainder of the term by a person elected by a majority vote of the Executive Board, notice of such election having been given.
ARTICLE XIII: PARLIMENTARY AUTHORITY
Robert’s Rules of Order Newly Revised shall govern the organization in all cases in which they are applicable and in which they are not in conflict with the Bylaws.
ARTICLE XIV: FISCAL YEAR
The Fiscal Year of the organization shall begin on July 1 and end on June 30 of the following calendar year. Financial reporting shall be made and budgeting done consistent with this Fiscal Year.
ARTICLE XV: AMENDMENTS
Section 1. These Bylaws may be amended during a voting process chosen by the Executive Board by a two-thirds majority vote of the members voting.
Section 2. 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 meeting of the organization, or by a two-thirds vote of the Executive Board. The requirements of adoption of a revised set of Bylaws shall be the same as in the case of an amendment.
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