Alexander Wilson Elementary PTO Bylaws

ARTICLE I:  NAME and PURPOSE

Section 1: Name

The name of this organization shall be Alexander Wilson Elementary PTO; hereinafter PTO (PTO being Parent/Teacher Organization).

Section 2: Purpose

1. The purpose of this PTO is to promote and support a partnership between home and school;
2. to serve as a liaison for better school/community relations;
3. to support administrative activities and policies of the school, with Alexander Wilson Elementary’s main objectives of student safety and achievement in mind; and
4. to aid the school financially, securing funds for programs, equipment, supplies; in order to help all students achieve their highest educational goals and potential.

ARTICLE II:  POLICIES

Section 1: Basic Policies

1. The PTO shall be non‐commercial, non‐sectarian, and not‐for‐profit. It shall not endorse a commercial enterprise or a political candidate.
2. The name of the PTO and the names of its Officers in their official capacities shall not be used in connection with a commercial concern, with any partisan interest, or for any purpose other than the objectives of the PTO.
3. The PTO shall not seek to direct the administrative activities of the school, the School Board or their policies.
4. The PTO is organized and operated exclusively for charitable and educational purposes within the meaning of Sections 170 (b)(1)(A)(vi) and 501(c)(3) of the Internal Revenue Code; Chapter 131F of the North Carolina General Statutes; and Section 5010 of the Alamance-Burlington Board of Education Policies. All actions and activities of the PTO shall be carried on in compliance with the provisions and restrictions outlined in the Articles of Incorporation.

ARTICLE III: MEMBERSHIP

Section 1: Eligibility 

Any parent or guardian of an enrolled Alexander Wilson Elementary student, or a current Alexander Wilson Elementary staff member may become a member of this PTO upon payment of annual dues, as determined in Section 2. Membership in this PTO shall be available without regard to race, color, religion, sex, national origin, age, disability or marital status. This PTO will have an annual drive for members at the start of each school year, but will allow new and renewing members at any time.

Section 2: Dues

Membership dues will be determined annually by the Executive Board before the start of each school year. It shall be the responsibility of the Executive Board to set the dues at a reasonable amount. If no payment of dues is required, all eligible individuals (defined in Section 1) receive automatic membership.

Section 3: General Membership Meetings 

1. General Membership meetings shall be held at a minimum of twice per school year, or as called by the Executive Board and/or the President. Meetings may be rescheduled for due cause at the discretion of the President.
2. General Membership meetings shall be open to any interested persons; however, the privilege of making motions and voting shall be limited to members. Members have voting privileges for all votes by the general membership, but are limited to one (1) per household.
3. The General Membership shall be notified of the time and place of each regularly scheduled General Membership meeting through appropriate school-wide distribution methods at least seven (7) days in advance of such meetings. Special meetings of the General Membership must be announced with 48 hours notice by any of the methods mentioned above; and may be called by the President, any two (2) Executive Board members or five (5) general members submitting a written request to the Secretary.
4. The quorum at any General Membership meeting shall consist of no less than seven (7) voting members.

 ARTICLE IV: EXECUTIVE BOARD

Section 1: Composition

The Executive Board, otherwise known as “the Board'',  will consist of the elected Officers of the PTO, Ex-officio members, and any additional At-Large members as the Officers or PTO may from time to time appoint and remove.

Section 2: Eligibility

Individuals eligible to become an Officer (Section 4) or At-Large member (Section 7) must be a PTO member and a parent or guardian of a child enrolled in Alexander Wilson Elementary during the term of service. All Executive Board Members shall comply with any volunteer requirements, outlined by ABSS policy and the Principal of Alexander Wilson Elementary, of which may include a background check. A PTO member shall not serve as a voting member of this PTO’s Executive Board while serving as a paid employee of, or under contract to this PTO.

Section 3: Duties of the Executive Board

The duties of the Executive Board shall be to transact business of the PTO, create standing rules and policies, create standing and temporary committees, fill vacancies for elected and appointed positions, prepare and submit a budget to the membership, approve expenditures, and prepare reports and recommendations to the General Membership.

Section 4: Officers 

1. The PTO shall include the following elected Officers: President, Vice President, Secretary, and Treasurer. Officers shall serve for a term of two (2) years; beginning on July 1 and ending on June 30. Individuals shall not be eligible to serve more than two consecutive terms (4 years) in the same office.
2. Nominations shall be made annually leading up to the final full membership meeting of the school year, according to the terms set forth by the Executive Board, giving adequate time for nominations and ending seven days before said meeting.
3. Officers shall be elected by ballot in the month of May. Notification of elections and the election process will be given to the PTO membership by the Executive Board at least 7 days in advance.
4. If a vacancy occurs the Executive Board will appoint a PTO member to a vacant office by majority vote from the Executive Board. The appointment will be for the remainder of the term and pending acceptance by the member.  If a vacancy occurs in the office of President, the Vice President shall assume automatic appointment to the office of the President or the Vice President shall guide the process to fill the office.

Section 5: Duties of Officers

1. The President presides over meetings of the PTO and Executive Board; oversees the work of the PTO’s Officers; represents the PTO at all school and community functions/events; serves as the primary liaison to the school administration and community; and ensures legal compliance of the PTO in accordance with Federal, State, and ABSS policies and procedures. The President will also insure that all accounts, records, documents, and other property belonging to the Alexander Wilson PTO are passed on to the appropriate individual(s) once an office is vacated. Each officer will also perform other such duties as prescribed by the parliamentary authority of this PTO.
2. The Vice President assists the President and performs the duties of the President in their absence, resignation, or inability to serve. They also oversee the committees of this PTO. Each officer will also perform other such duties as prescribed by the parliamentary authority of this PTO.
3. The Secretary will keep the records of the PTO, including minutes of its meetings, a roll of all present at any meeting and then will publish minutes to the PTO website or another appropriate school-wide distribution medium. The Secretary coordinates correspondence authorized by the President, Executive Board, or the PTO. They are also responsible for completing and maintaining the records for required government filings that ensure the PTO’s compliance with applicable law, other than the tax filings overseen by the Treasurer. Each officer will also perform other such duties as prescribed by the parliamentary authority of this PTO.
4. The Treasurer will be responsible for the collection of funds, receive all money due to the PTO, provide for the safekeeping of such funds, and disburse them only upon the authority of the PTO. The Treasurer prepares the annual budget and is responsible for ensuring the PTO’s tax filings. Each officer will also perform other such duties as prescribed by the parliamentary authority of this PTO.

Section 6: Ex-Officio Members

An ex-officio Executive Board member is one who becomes a member of the Executive Board by virtue of another position that they hold. The ex-officio members of this PTO include Alexander Wilson Elementary’s Principal and up to two additional staff members as designated by the Principal. They serve as non-voting advisors/consultants to the Executive Board.

Section 7: At Large Members

At-Large members will have such titles, terms, and attendance as the Officers determine appropriate, with no appointment lasting beyond the conclusion of the school year. They have the same authority and similar responsibilities as other Executive Board members but their roles and responsibilities have the flexibility to change throughout the year. In no event shall such At-Large members exceed ten in number.

Section 8: Removals

As a system of checks and balances, an officer of the Executive Board may be removed from their position if evidence of substandard performance is present and if a simple majority of the Executive Board votes that this evidence merits dismissal. Notice of at least seven (7) business days should be given to the Executive Board so all eligible individuals may be present for the vote.

Section 9: Executive Board Meetings

The Executive Board shall convene at the call of the President or of any two of its members on at least one week’s notice (unless such notice is unanimously waived).  Notice shall be distributed by any appropriate medium.  A quorum shall consist of a majority of the Executive Board, and all matters at such meetings may be decided by majority vote.  The Secretary shall assist the President in assuring all relevant matters conducted are reported at the next meeting of the PTO.

ARTICLE V: COMMITTEES

Section 1: Establishment of Committees

The Vice President, in consultation with the Executive Board, shall establish committees as needed and make appointments to said committees, including, if desired, appointing Chairs, who in turn can make committee appointments on the Vice President’s behalf. Membership on all committees shall be open to any member of the PTO or the larger community upon invitation by the Committee.

ARTICLE VI: FINANCES

Section 1: Fiscal Year

The fiscal year of the PTO, in coordination with the school year, shall begin on July 1 and end on June 30.

Section 2: Budget 

An annual budget for the PTO shall be prepared by the Treasurer and reviewed by the Executive Board at least ten (10) days prior to the first General Membership meeting of the school year, at which the budget should be presented and approved by the members.

Any expenditure over $100 that is not within the scope of the approved budget must be authorized by a vote of the PTO or by a vote of the Executive Board that is reported at the next General Membeship meeting. ABSS guidelines ask for expenditures over $5000 to be vetted by Central Services.

Section 3: Records

The Treasurer shall keep accurate records of any receipts, disbursements, and bank account information of the PTO. The bank account(s) shall be reconciled monthly and reviewed by another member of the Executive Board. Disbursements by the PTO require an approved reimbursement request form or similar record (ex. Email request) that is stored and accessible by the Executive Board or membership upon request.

Section 4: Annual Financial Review

1. By August 31 each year, an audit committee (comprised of 2-3 non-Officers), or a certified public accountant appointed by the Executive Board shall examine the treasurer’s year-end financial report and the PTO’s financial records (including but not limited to all depository accounts, the general ledger of receipts and expenditures, supporting documentation and checks, and records of membership dues paid). Reviewing parties should state in writing whether or not the treasurer’s year-end report is correct and shall submit that statement, with a copy of the report, to the Executive Board.
2. The Executive Board shall review and approve the report and make a summary available to the general membership.

Section 5: Commitments

1. No contract or commitment shall be made which places the PTO in a deficit position. No loans may be executed by the PTO, the Executive Board or general membership of the PTO.
2. All contracts or binding commitments of the PTO must be approved by the Executive Board. Approved contracts must be signed by two (2) members of the Executive Board. All contracts entered into must be in the name of the PTO.
3. Any individual signing a contract on behalf of the PTO without the approval of the Executive Board will be held personally liable and responsible for any and all expenses

ARTICLE VII: CONFLICTS OF INTEREST

Section 1: Member Responsibilities

Members of the Executive Board are required to sign the Alexander Wilson Elementary PTO Conflict of Interest Agreement at the beginning of their term (or their first term during the fiscal year if multiple terms are held during that time). Relationships, transactions, and positions the individual holds that could contribute to a conflict of interest between the PTO and personal interests, financial or otherwise, shall be reported to the Executive Board as soon as the matter arises.

Section 2: Executive Board Responsibilities

The Executive Board shall ensure decisions adhere to the Alexander Wilson Elementary PTO Conflict of Interest Agreement: ensuring decisions are made in the best interest of the PTO and are recorded in meeting minutes.

ARTICLE VIII: PARLIAMENTARY AUTHORITY

Meetings shall be conducted within the framework of these by-laws; and when not in conflict accepted parliamentary procedure and Robert’s Rules of Order shall be the definitive authority for questions of procedure, which cannot be satisfactorily resolved by the presiding officer.

ARTICLE IX: AMENDMENTS

These by-laws may be amended at any General Membership meeting of the PTO by a two-thirds (2/3) vote of the members present, provided that notice of the proposed amendment shall have been given at least seven (7) days before the General Membership meeting.

These bylaws were adopted by the general membership on 4/25/2023 and shall be kept with the permanent records of this PTO.