NORTHSIDE PTO BYLAWS
ARTICLE I: Name
The name of this organization shall be Northside Elementary School Parent Teacher Organization, Inc.
ARTICLE II: Purpose
The group is organized and will be operated exclusively for charitable, scientific, literary, and educational purposes within the meaning of section 501(c)(3) of the Internal Revenue Code or corresponding sections of any future federal tax code. Specifically, the group is organized to support the education of children at Northside Elementary School by fostering relationships between the school, parents and teachers. In pursuance of these purposes it shall have the powers to carry on any business or other activity which may be lawfully conducted by a corporation organized under the Wisconsin Nonstock Corporations Act, whether or not related to the foregoing purposes, and to do all things necessary, proper and consistent with maintaining tax-exempt status under section 501(c)(3).
ARTICLE III: Objectives
The objectives of Northside PTO are:
- To promote the education and well-being of all Northside Elementary students at home, in school, and in the community
- To provide a forum for discussion and foster communication among parents, administrators, educators, and the community
- To enhance the educational facilities and opportunities for the students of Northside Elementary that are not otherwise provided for in the school budgets
- To sponsor projects and events for the benefit of Northside Elementary and its students
- To raise funds as required to provide for the above objectives
ARTICLE IV: Basic Policies
The following are the basic policies of Northside Elementary PTO:
- The organization shall be noncommercial, nonsectarian, and nonpartisan.
- No part of the net earnings of the organization shall inure to the benefit of, or be distributable to, its members, directors, trustees, officers, or other private persons except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article II hereof.
- Notwithstanding any other provisions of these articles, the organization shall not carry on any other activities not permitted to be carried on (i) by an organization exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code or (ii) by an organization. The contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code.
- The organization shall follow Northside Elementary School policies in consideration of the acceptance of volunteers for any PTO sponsored activity
- The organization or members in their official capacities, 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 to attempting to influence legislation by propaganda or otherwise.
ARTICLE V: Membership and Dues
Any person who is a parent/guardian, administrator, teacher or support staff of Northside Elementary School is considered a member of the Northside PTO. Membership dues, if any, shall be established by a vote of eligible Northside PTO members. Membership in the PTO shall be made available without regard to race, color, creed, or national origin.
ARTICLE VI: Officers and Elections
The officers of this organization shall consist of a president, president-elect, secretary and a treasurer. Any of these positions may be held as a co-officer position. These officers will be considered the executive board.
- Open nominations and position descriptions will be announced at the January PTO meeting, posted on the PTO website, bulletin board, Northside eNews email and PTO newsletter.
- Officers shall be elected by ballot in the month of March. However, if there is but one nominee for any office, election for that office may be by voice vote.
- Newly elected officers will begin to participate in PTO board meetings and sponsored activities in March as a non-voting board “elect” participant and will arrange transition meetings with the current board member holding the office prior to assuming official duties as a voting member of the board on May 15 (President elect, Secretary) and on July 1 (Treasurer) of the elected year.
- TERM – President-Elect. The President Elect term will be two years plus the interim non-voting board “elect” overlap period of March-May. The first year as President Elect and the second year as President.
- TERM – Secretary: Secretary term will be one year plus the interim non-voting board “elect” overlap period of March-May.
- TERM –Treasurer: Treasurer term will be one year plus the interim non-voting board “elect” overlap period of March-June.
- A person shall not be eligible to serve more than four years in the same office or more than two consecutive terms in the same office.
- VACANCIES-A vacancy occurring in any office shall be filled for the unexpired term by any member that has either volunteered or been nominated for said position and with a majority vote of the Northside PTO membership.
- In the event of a vacancy in the office of president, any organizational board member may assume this position with a majority vote of the Northside PTO membership.
ARTICLE VII: Duties of Officers
The President shall:
- Preside at all meetings of the organization
- Set agenda for all meetings
- Arrange speaker for open meetings
- Print and send out paper notices for open meetings or other announcements
- Set event calendar and budget (with board assistance)
- Review and sign off on bank statements and profit/loss statement each month
- Act as liaison with school principal and secretary, advising of PTO calendar/activities and promoting staff involvement in meetings
- Procure thank you gifts for committee chairs for May meeting.
The President-elect shall:
- Act as aide to the President
- Fill all chairperson positions for different committees
- Compile volunteer lists
- Distribute list of volunteers to each chairperson along with the “chairperson Binder”
- Follow up with the chairperson approximately one month prior to event to answer any questions and ensure event in on track
- Follow up with chairperson after event to discuss what went well and could have been improved upon
The Treasurer shall:
- Have custody of all the funds of the organization
- Keep a full and accurate account of receipts and expenditures
- Make the disbursements as authorized by the president and in accordance with the budget adopted by the PTO Board
- Balance bank statement and prepare profit/loss statement each month
- Pay bills promptly
- Checks will be co-signed by authorized board members only as directed in accordance with the budget
- Insurance due Sept of every new school year
- Maintain records including event expenditures
- “Close-out” year-end balance sheet by July 31
- Send out year-end information for audit by July 31 or as such time there is a change in the treasurer position. The audit should be signed and dated by the auditor or auditing committee. The auditing committee cannot consist of any officers of the PTO Board nor be related by blood, marriage or living in the same household to any signer from the audit year
- Submit tax information to accountant by Oct. 1 for submissions to IRS by Nov. 15
- Be available for chairman questions regarding budget
- Prepare the budget for the next school year in May, along with the Board
The Secretary shall:
- Prepare minutes for each meeting
- Arrange for childcare for open meetings-if needed
- Reserve meeting rooms for all meetings and events through the district website
- Maintain the by-laws and update as needed/required
- Prepare and distribute Northside Directory
- Chair the Communications Committee and work in conjunction with said committee to:
- Purchase staff gifts for holidays, special occasions, and other events as needed
- Prepare monthly PTO newsletter
- Keep the PTO Bulletin board, website, and social media accounts up to date
All officers shall perform the duties outlined in these bylaws and those assigned from time to time. Upon the expiration of the term of office or in case of 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 all funds pertaining to the office.
ARTICLE VIII: Meetings of the Association/Quorum
Meetings of the PTO:
- Regular meetings of the PTO shall be September, November, January, and March, on the 2nd Tuesday of the month at 6:30pm, unless announced by the PTO Board, 7 days‘ notice having been given of change of date
- Special meetings may be called by the president or by a majority of members of the board, 7 days’ notice having been given
Ten (10) Northside PTO members shall constitute a quorum for the transaction of business in any Regular or Special meeting of this membership
ARTICLE IX: Committees
Only members of the PTO shall be eligible to serve in any elective or appointive positions.
The executive board may create or dissolve such committees, as it may deem necessary, to promote and carry out the objectives of the organization. The term of each chair shall be one year or until the selection of a successor.
The board shall follow the same policies of Northside Elementary School with regards to accepting volunteers for PTO sanctioned events.
ARTICLE X: Fiscal Year
The fiscal year of this PTO shall begin on July 1 and end on June 30.
ARTICLE XI: Parliamentary Authority
The rules contained in the current edition of 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 these bylaws.
ARTICLE XII: Amendments
These bylaws may be amended at any regular meeting of the organization by a majority vote of the PTO membership in attendance (provided there is a quorum), provided that notice of the amendment has been given at least 14 days prior to the meeting which the amendment is voted upon. 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 meeting of the organization. The requirements for adoption of a revised set of bylaws shall be the same as in the case of an amendment.
ARTICLE XIII: Finances
Section 1: Annual Budget
The annual budget will be determined by the PTO Executive Board.
Section 2: Distribution of funds
Northside PTO will make distributions to Northside Elementary School for the enhancement of the educational environment for our students, the fostering of parent involvement and the building of community spirit. Northside PTO provides goods and services not otherwise possible within the schools normal resources such as educational assemblies, educational equipment, books and software and family fun events.
- Checks will be co-signed by authorized board members only as directed in accordance with the budget.
- All disbursements require a receipt or other documentation on school letterhead signed by the principal. We also will ask that the principal describe the use of the disbursement at a PTO meeting so that the details can be in the official meeting minutes.
- All records regarding disbursement of funds are kept in the treasurer files. These files capture the details of every disbursement including date, amount, check number, reason for expense, person requesting and appropriate signatures.
ARTICLE XIV: Dissolution
Upon the dissolution of this organization, 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 section of any future federal tax code, or shall be distributed to Northside Elementary.
These bylaws are effective (and supersede and replace any prior bylaws of this organization) as of their adoption by the Executive Board of this organization on this 9th day of January, 2018.