Eubanks PTO Bylaws Final 4-26-19
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CLEBURNE EUBANKS INTERMEDIATE SCHOOL PARENT-TEACHER ORGANIZATION BYLAWS

Revised May 2019

ARTICLE 1: NAME The name of the organization shall be Cleburne Eubanks Intermediate Parent-Teacher Organization (EISPTO).

ARTICLE II: MISSION STATEMENT

Section 1. The objective of the Eubanks Intermediate School PTO shall be to support the students and faculty of EIS in pursuit of academic excellence through volunteer hours, raising funds and providing a communication corridor between parents and the school community.

Section 2. The purposes of the EIS PTO are promoted through an advocacy and educational program directed toward parents, teachers, and the general public; developed through committees, projects and programs; and governed and qualified by the basic policies set forth in Article III.

Section 3. The organization is formed exclusively for the charitable, scientific, literary, or educational purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future federal tax code (hereinafter referred to as “Internal Revenue Code”).

ARTICLE III: BASIC POLICIES

Section 1. The objectives of the PTO shall be accomplished by implementing and directing programs for the benefit of students, parents, and teachers in our school and shall be achieved by work in and around the school community.

Section 2. The name of the organization or the names of any members in their official capacities shall not be used in any connection with a commercial concern or with any partisan, religious, or political interest, or for any other purpose than the regular work of the organization.

Section 3. All school wide correspondence sent out on behalf of the EIS PTO to the Eubanks parents, students and staff, via email or paper, must be approved by the Principal and/or Assistant Principal.

ARTICLE IV: MEMBERSHIP & DUES

Section 1. EIS-PTO membership shall be restricted to parents and legal guardians of EIS students and members of the faculty and staff at EIS.

Section 2. The dues shall be determined by the Executive Board serving EIS, and may be revised at any time with 6/7 vote during an Executive Board meeting.

Section 3. An annual membership drive shall be conducted by the Membership Committee from August through September. Membership will be available on an ongoing basis for families new to EIS Membership. Memberships shall be valid for one school year, and must be renewed each year to remain active.

Section 4. All officers and committee chairperson(s) must be current members of the EIS-PTO as of September 1st of their term year.

Section 5. The membership roster is to be revealed to the Executive Board only. A duplicate roster is to be given the secretary.

ARTICLE V: OFFICERS The Officers of this organization shall be: President, Vice President-Operations, Vice President-Volunteers, Vice President-Fundraising, Vice President-Disbursements, Treasurer, and Secretary

ARTICLE VI: NOMINATIONS & ELECTIONS

Section 1. The Nominating Committee shall be comprised of two (2) existing Board members and a representative from each feeder school (Carroll Elementary, Old Union Elementary and Rockenbaugh Elementary).

a. One of the two (2) required Board members shall be the Vice President-Operations who will preside over the Committee.

b. The Nominating Committee shall nominate one (1) eligible person for each office to be filled and report its nominees to the regular general membership in April. Additional nominations may be made from the floor at the election meeting.

Section 2. The following provisions shall govern the eligibility of individuals to be officers of the EISPTO:

a. No officer may be eligible to serve more than two consecutive terms in the same office unless the executive board approves additional terms.

b. A person who has served in an office for more than one half of a full term shall be deemed to have served a full term in such office.

Section 3. Officers shall be elected in the months of April or May.

Section 4. The vote shall be conducted by ballot unless there is only one candidate for any office in which case election may be held by voice vote. A majority vote is sufficient to elect.

Section 5. Officers shall assume their official duties at the end of the school year and shall serve for a term of one year or until their successors are elected.

Section 6. In case a vacancy occurs in the office of President, the Vice President-Operations shall serve notice of the election. A vacancy occurring in any other elective position shall be filled for the unexpired term by a person elected by a majority vote of the remaining members of the Executive Board, notice of such election having been given.

ARTICLE VII: DUTIES OF EXECUTIVE OFFICERS

Section 1. The President shall:

a. Preside at all meetings of EIS-PTO;

b. Serve as an ex-officio member of all committees except the nominating and audit committees;

c. Coordinate the work of the officers and committees of the EIS-PTO in order that the purposes may be promoted;

d. Appoint all special committees as the need arises;

e. Represent the EIS-PTO at various meetings and programs at the request of the school district and the EIS Principal, as the need arises.

Section 2. The Vice President-Operations shall:

a. Act as aide to the President;

b. Perform the duties of the President in the President’s absence or inability to serve;

c. Serve as Parliamentarian at all EIS-PTO Executive Board and General meetings;

d. Oversee the Bylaws Revision.

e. Lead the nominating committee to fill PTO slate of positions.

f. Oversee the following standing committees: Art Docent, Beautification, Bulletin Boards, Christmas is for Children, Historian, Special Programs,   Audit Committee, Directory Database, and Directory Ads.

Section 3. The Vice President-Volunteers shall:

a. Recruit and coordinate parent volunteers and volunteer committees.

b. Coordinate volunteer forms for beginning of year with Secretary.

c. Coordinate any campus volunteer drives.

d. Schedule and coordinate a volunteer breakfast/coffee.

e. Oversee the following standing committees: Encore and Special Services, Hospitality, Outreach, Welcome, Muffins with Mom, Donuts with Dad, Student Celebrations, Teacher Appreciation Week, , Teacher Treats, Homeroom Coordinator and Front Desk Coordinator.

Section 4. The Vice President-Fundraising shall:

  1. Be responsible for leading the fundraising campaigns by EIS-PTO and provide support needed to the fundraising committees. This VP shall act as the contact person for all EIS fundraising activities and report back to membership.
  2. Oversee the following standing committees: Community Partners, Fundraising Initiative, Fun Nights, Online Auction, School Store and Spirit Shop. *At the discretion of the Vice President-Fundraising, this person can add or remove volunteer positions on this committee as deemed necessary with the board approval.

Section 5. The Vice President-Disbursements shall:

a. Be responsible for soliciting and receiving disbursement requests for EIS-PTO funds from the EIS-PTO membership and EIS faculty and staff.

b. Consult with the Principal regarding the requests.

c. Consult with the Executive Board regarding the requests.  Gift Cards up to $50 per vendor may be requested for educational classroom needs.  Gift Cards over $50 must have a specific approved need.  

d. Work with Treasurer to ensure all costs related to each item are current and accurate.

e. Be responsible for placement of the disbursement requests on the agenda for the following general PTO meeting for vote by the general membership or coordinate with Secretary to post the disbursement requests on the PTO website for online voting.

f. Recruit and oversee the disbursement committee, comprised of EIS-PTO members representing Carroll Elementary, Old Union Elementary and Rockenbaugh Elementary schools and respective grades.

Section 6. The Treasurer shall:

a. Have custody of the funds and maintain a full and accurate account of the receipts and disbursements belonging to EIS-PTO.

b. Make disbursements as authorized by the President, Executive Board, or the General membership in accordance with the budget adopted yearly by EIS-PTO.

c. Provide a financial statement at each meeting.

d. Present an annual report of the financial condition of the organization.

e. Submit the books annually or upon change of officer for an audit by an Auditing Committee of no fewer than two members, who, satisfied that the Treasurer’s annual report is correct, shall sign a statement of that fact at the end of the report.

f. Report the findings of the annual audit to the Executive Board.

g. Be bonded for a sum sufficient to protect the unit from loss.

h. Oversee the Assistant Treasurer.

Section 7. The Secretary shall:

a. Keep a membership list.

b. Line up speakers and/or presentations for monthly PTO meetings.

c. Maintain the EIS-PTO’s website.

d. Communicate regularly with the PTO members via email or email software regarding current events at EIS, i.e. Special events, PTO meetings, etc.

e. Coordinate with EIS personnel regarding weekly communication/newsletters.

f. Coordinate social media sites for the PTO.

g. Maintain the PTO master calendar.

h. Send out thank you notes on behalf of the EIS Executive Board.

i. Coordinate online surveys and general PTO voting.

j. Coordinate and publish the beginning of year membership/volunteer forms.

ARTICLE VIII: EXECUTIVE BOARD

Section 1. The members of the Executive Board shall be:

a. Elected officers.

b. Ex-officio members shall be the EIS School Principal, Assistant Principal, or his/her designated representative and a teacher representative.

Section 2. Duties of the Executive Board shall be to:

a. Transact necessary business in the intervals between regular organization meetings and such other business as may be referred to it by the organization;

b. Create special committees;

c. Approve the plans of work of the Standing Committees;

d. Report at the regular meetings of the organization;

e. Appoint an Audit Committee at least one month prior to the end of the fiscal year to audit the Treasurer’s accounts;

f. Ensure a budget is prepared and submitted to the general organization for approval for the fiscal year;

g. Approve and disburse spending up to $500 per occurrence;

h. Fill vacancies in elective and appointive positions; and

i. Be bonded for a sum to protect the unit from loss.

Section 3. Any member of the Executive Board may be removed from the board for any reason by resolution adopted by 6/7 vote of the Executive Board.

Section 4. Regular meetings of the Executive Board shall be held with the date and time to be fixed by the Executive Board at its first meeting of the year.

Section 5. Special meetings of the Executive Board may be called by the President or when requested by two (2) members upon two (2) days’ notice via email to each member of the Executive Board. No other business than that which is stated in the call shall be transacted at this meeting.

Section 6. At all meetings of the Executive Board, four (4) of the members of the Executive Board shall constitute a quorum for the transaction of business.

Section 7. Upon the expiration of the term of office or when individuals cease to hold an Executive Board position they shall be relieved of all duties and responsibilities. All records, books, and other materials pertaining to the position shall be turned over to the President and all funds pertaining to the position shall be returned to the Treasurer within 14 days.

ARTICLE IX: GENERAL MEMBERSHIP MEETINGS

Section 1. The Executive Board shall determine the date and frequency of General meetings of the organization. Meeting dates and times will be presented at the September General membership meeting. Thereafter, three (3) days notice shall be given to the membership of any change of date.

Section 3. For General meetings, one (1) percent of the current membership, including two officers, shall constitute a quorum for the transaction of business.  A vote is passed by a majority of the members present.

Section 4. Special meetings of the organization may be called by the President or a majority of the Executive Board with a minimum of two days notice. No other business than that which is stated in the call shall be transacted at this meeting.

ARTICLE X: FISCAL YEAR The fiscal year of EIS-PTO shall begin on July 1 and end on the following June 30.

ARTICLE XI: DISSOLUTION CLAUSE

Section 1. Upon the dissolution of the 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 the federal government, or to a state or local government for a public purpose. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations as said Court shall determine which are organized and operated exclusively for such purposes.

Section 2. Procedure for dissolution:

a. When a motion to disband is presented and seconded, it must be deferred for vote until the next meeting. All members must be notified by first class mail thirty (30) days prior to the meeting at which the vote will be taken on the motion to disband.

b. At the next meeting the motion to disband is opened for discussion. A two-thirds (2/3) vote of members present and voting is required for the motion to be adopted.

c. The books, records, and the unit’s Charter shall be stored in the EIS library archive files.

ARTICLE XII: PARLIAMENTARY AUTHORITY The rules contained in the current edition of Robert’s Rule of Order, Newly Revised, shall govern this organization in all cases in which they are applicable and in which they are not in conflict with the Articles of Incorporation.

ARTICLE XII: AMENDMENTS

Section 1. These bylaws may be amended at any regular General Membership meeting of EIS-PTO by a two-thirds vote of those present and voting. Notice of proposed amendments must have been provided to the membership 1 week prior to the meeting.

Section 2. EIS-PTO may appoint a committee to submit a revised set of bylaws as a substitute for the existing bylaws. The requirement for adoption of a revised set of bylaws shall be the same as in the case of an amendment. Any prior approval votes shall not be overturned except by a majority of the Executive Board.