Organization Bylaws

of

Countryside Elementary Parent-Teacher Organization Incorporated

AMENDED OCTOBER 4, 2011

I. NAME. The name of the organization shall be the Countryside Parent-Teacher Organization (PTO) Incorporated. Hereinafter referred to as Countryside PTO.  It was formed in July 1988.

II. PURPOSE. The purpose of the Countryside PTO shall be to aid the students, faculty and staff of Countryside Elementary in their educational and recreational needs. Through fund-raising and family activities, we will promote an open communication between the administration, faculty, parents and the community to enhance our children’s educational environment.

The Countryside PTO is organized 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 “Internal Revenue Code”).

III. MEMBERSHIP.

A. Regular Membership. All parents and/or legal guardians of students who currently attend Countryside Elementary shall be eligible for regular membership in the Countryside PTO. Regular Members shall have the right to attend and participate in all meetings and activities of the Countryside PTO and run for office.

B. Voting Membership. All Regular Members, as well as Faculty Members, shall be designated as Voting Members. Voting Members shall have the right to vote on all issues before the membership, to elect officers, and to hold office.

C. Faculty Membership.  All faculty and staff who currently are employed Full-time at Countryside Elementary shall be eligible for membership in the Countryside PTO.  Faculty Members shall have the right to attend and participate in all meetings and activities of the Countryside PTO.  Faculty Members shall have the right to vote on all issues before the membership, to elect officers, and to hold the to designated Teacher Representative Positions on the Executive Board.

IV. MEETINGS

A. Regular Meetings. At least seven (7) General Membership Meetings of the Countryside PTO which shall be held during each school year. The time and place of the meetings shall be announced at least seven (7) days prior to the meeting.

B. Special Meetings. Additional meetings of the Countryside PTO may be called, either by vote of the Executive Committee or by petition of a majority of the Voting Members. The time and place of all Special Meetings shall be announced at least seven (7) days prior to the meeting.

C. Quorum. Four members of the Executive Committee present at any scheduled PTO meeting shall constitute a quorum necessary for the transaction of business of the Countryside PTO.

D. Voting. A majority vote of the Voting Members present at any meeting shall be required for all action to be taken by the Countryside PTO.

F. Meeting Procedure. Procedures, as listed below, shall govern the Countryside PTO in all cases in which they are applicable, and in which they are not in conflict with these By Laws.

Meeting will include the following information:
-Welcome of Members
-Call to Order
-Reading / Distribution / Approval of minutes of the previous meeting
-Treasurer’s report & Approval of same
-Principal’s report
-Committee Reports
-Old Business
-New Business
-Announcements
-Adjourn

G.  Political Affiliations.  The Countryside PTO shall not in any way participate or intervene in any political campaign.  The PTO may however seek to educate people concerning school issues, such as bond issues and similar concerns.

H.  Motions.  All motions are passed with a simple majority vote of the Executive Board.  Any decision, monetary or otherwise, made by the Countryside PTO must be approved by at least two (2) members of the Executive Board.

I.  Printed Materials.  All printed material or other outgoing communication shall be reviewed and approved by at least two (2) members of the Executive Board.

J.  Commercial Connections.  The Countryside PTO name or names of any members in their official capacities should not be connected to any commercial concern, or any partisan interest, or for any purpose not directly related to the promotion of the Countryside PTO.

V. EXECUTIVE BOARD

A. Positions. The officers of the Countryside PTO shall consist of a President, Vice President, Secretary, Treasurer, and the Principal of Countryside Elementary. Two persons may be nominated and elected to fill President and Vice-President.  In this instance, both of the persons shall be given all of the rights and responsibilities of the office as enumerated herein.  If two are elected to the same position then one of those will be designated as lead for reporting purposes to Kansas and the IRS.

B. President. The President shall be the principal executive officer of the Countryside PTO and, subject to the control of the Executive Committee and the direction of the membership, shall in general supervise and control all of the activities of the Countryside PTO. The President shall be a member of the Executive Committee and, when present, shall preside at all meetings of the Executive Committee and all meetings of the membership. The President shall select and appoint the chairpersons of all Standing and Special Committees and shall be an ex-official member of all committees of the Countryside PTO. The President shall serve as an authorized signatory of all PTO checks.  To be eligible to serve as President, a person must have been a Voting Member of the Countryside PTO and have served for one (1) term in another position on the Executive Board prior to seeking the Presidency.  The President shall coordinate and plan the agenda for all meetings; collect and archive event information; be the contact person for any student fund-raisers and has the authority to enter into contracts on behalf of the organization with the PTO Executive Board approval.

C. Vice President. The Vice President shall be a member of the Executive Committee and, in the absence of the President, shall perform the duties of the President. The Vice President shall perform such other duties as are assigned by the President or the Executive Committee including but not limited to obtaining child care for all general PTO meetings; organizing volunteers for school events; organize a rotation of volunteers to update the marquee.

D. Secretary. The Secretary shall be a member of the Executive Committee. The Secretary shall keep the minutes of the proceedings of the membership and the Executive Committee; shall distribute meeting minutes and update event information for the website; shall receive from the Treasurer the list of Regular Members who have paid dues and prepare the official list of Voting Members, shall see that all notices are duly given in accordance with these Bylaws, and, in general, perform all duties incident to the office of Secretary and such other duties as may be assigned by the President or the Executive Committee.   In addition, the Secretary will accept nominations and compile ballots for the PTO Executive Board elections.

E. Treasurer. The Treasurer shall be a member of the Executive Committee. The Treasurer shall have charge of and be responsible for all funds of the Countryside PTO and shall receive and give receipts for monies due and payable to the Countryside PTO from all sources and shall deposit such funds in such banks or other organizations as are selected by the Executive Committee. The Treasurer shall make disbursements as authorized by the President, Executive Committee, or membership in accordance with the budget adopted by the membership. The Treasurer shall present a written financial report at each General Membership Meeting of the membership and at other times as requested by the Executive Committee. The Treasurer shall serve as an authorized signatory of all PTO checks.  The Treasurer shall insure that all state and federal tax filings are completed in a timely manner per IRS and state regulations at the close of each fiscal year (May 31). In addition, the Treasurer shall always be in the presence of at least one PTO Executive Board member when receiving or counting money.  The Treasurer shall be bonded, if possible at the expense of the PTO.

F. Faculty Representatives. The Teacher Representatives shall be chosen by the Principal by the first PTO meeting of the year.  The Teacher Representatives will act as advisor and liaison between school staff and PTO Executive Committee. In addition, the Teacher Representatives shall present input from teachers as to classroom needs.  These positions are voluntary and/or may be assigned by the school principal, they are not elected positions.

G. The Principal. The Countryside Elementary School Principal shall be a member of the Executive Board and retains final approval or veto power of any function, if said function will interfere with procedures, policy and/or the best interest of the Countryside PTO.  In addition, the Principal shall report on the status of programs within the school.

H. Member-At-Large.  Shall serve as the Countryside PTO representative at all site council meetings in addition to attending Countryside PTO Executive Board and monthly general meetings.

VI. ELECTIONS.

A. Procedure. The election of officers shall take place during April General Membership Meeting each year. All Voting Members of the Countryside PTO may participate in the election. The Secretary shall present a slate of officers for election. Further nominations may be received from the floor. The election of the slate, if non-contested, may be by voice vote. Any contested election shall be by written ballot.   The Treasurer shall be in charge of all ballot counting.  The Secretary shall publish at least two notifications listing the Countryside PTO positions with a description of each.  Any person seeking position or wishing to nominate another person may submit their name to the board.  The consent of each candidate must be obtained prior to submission.

 

B. Term of Office. The term of each officer shall be two (2) years, beginning on June 1 and ending on May 31.

C. Nominating Committee. The Nominating Committee shall be responsible for receiving all suggestions for persons to serve as officers. The committee shall prepare a slate of officers to present for election by the membership. The committee shall contact all persons who will be nominated to confirm their willingness to serve. The committee shall insure that all nominees are Voting Members and otherwise eligible to serve in the office.

D. Selection. A majority of the votes cast by the Voting Members shall be necessary for election. Should no person receive a majority of the votes cast, a run-off between the two (2) persons who received the largest number of votes shall immediately be held.

E. Vacancies. The Executive Committee for the un-expired portion of the term shall fill any vacancy in office because of death, resignation or inability to serve. However, should a vacancy occur in the office of the President, the Vice President should immediately assume office. Should a vacancy occur in the office of Vice President for any reason, the vacancy shall be filled by election at the next regular meeting of the membership, consistent with the procedures established herein.

VII. EXECUTIVE COMMITTEE

A. General Powers. The Executive Committee shall manage the affairs, activities and operation of the Countryside PTO. The Executive Committee shall transact necessary business during the intervals between the meetings of the membership and such other business as may be referred to it by the membership or these Bylaws. It may create Standing and Special Committees, approve the plans and work of standing and special committees, present reports and recommendations at the meetings of the membership, prepare and submit a budget to the membership for approval, and, in general, conduct the business and activities of the Countryside PTO.

B. Membership. The membership of the Executive Committee shall consist of the President, Vice-President, Secretary, Treasurer, Reporter, Volunteer Coordinator and two (2) faculty representatives. The Faculty representatives are to be selected by the Principal. The principal of the school and the chairpersons of all Standing Committees shall serve as ex-official members and shall be entitled to vote.

C. Meetings. Regular meetings of the Executive Committee shall be held during the year, the time to be established at the first meeting of the year. Special meetings may be called by the President or by a majority of the Executive Committee. Adequate notice of all meetings shall be given to all members of the Executive Committee and, in the absence of an emergency, at least seven (7) days in advance. When possible, notice of the meetings should be announced to all Regular Members of the Countryside PTO. Any Regular, Voting, Faculty or Honorary Member may attend a meeting of the Executive Committee, but shall not be entitled to vote on matters before the body.

D. Quorum. A majority of the regular members of the Executive Committee shall constitute a quorum for the transaction of business.

E. Voting. The act of the majority of the regular and ex-officio members of the Executive Committee present at a meeting at which a quorum is present shall be required for all action to be taken by the Executive Committee.

VIII. STANDING AND SPECIAL COMMITTEES

A. Nominating Committee. The Nominating Committee shall be composed of three (3) persons who shall be selected by the Executive Committee at the beginning of each year. In addition, the Vice President shall be an ex-officio member of the committee. The committee shall carry out its responsibilities, as specified in Section VI.

B. Other Standing Committees. The Executive Committee may establish such other Standing Committees, as it deems necessary and advisable. The President shall appoint the chairpersons of all Standing Committees.

Current Standing Committees include:

Teacher Appreciation Luncheon

Walk-A-Thon

Holiday Mart

Restaurant Night

Book Fair

Cultural Heritage Festival

Fun Fair

Box Tops

Movie Nights

The Chairperson shall report the plans and activities of the committee to the Executive Committee, which must approve all such reports.

C. Special Committees. The President and/or the Executive Committee may create Special Committees. Special Committees shall be created for a specific time and/or task and shall cease to exist when that time or task has been completed, or at the conclusion of the school, whichever occurs first. The President shall appoint the chairpersons of all Special Committees. Only Voting Members may serve as chairpersons. Any Regular or Honorary Member may serve as a committee member. The Chairperson shall report the plans and activities of the committee to the Executive Committee, which must approve all such reports.

IX. FINANCES

A. Budget. The Executive Committee shall present to the membership at the first Regular Meeting of the year a budget of anticipated revenue and expenses for the year. This budget shall be used to guide the activities of the Executive Committee during the year. Any substantial deviation from the budget must be approved in advance by the membership.

B. Obligations. The Executive Committee may authorize any officer or officers to enter into contracts or agreements for the purchase of materials or services on behalf of the Countryside PTO. The officers shall not have the authority, however, to enter into such agreements on behalf of Countryside Elementary School or the Olathe School District, nor should they hold themselves out as having such authority.

C. Loans. No loans shall be made by the Countryside PTO to its officers and/or members.

D. Commercial Paper. The Treasurer or President shall sign all checks, drafts, or other orders for the payment of money on behalf of the Countryside PTO.

E. Bank Deposits The Treasurer shall deposit all funds of the Countryside PTO to the credit of the Countryside PTO in such banks, trust companies or other depositories as the Executive Committee may select and shall make such disbursements as authorized by the Executive Committee in accordance with the budget adopted by the membership. All deposits and/or disbursements shall be made within a maximum of thirty days from the receipt of the funds and/or orders of payment.

F. Capital Expenses All expenditures over $500.00 for fixed assets or enhancements must be approved by a vote of the Executive Committee.

G. Financial Report. The Treasurer shall present a financial report at each General Membership Meeting of the Countryside PTO and shall prepare a final report at the close of the school year. The Executive Committee shall have the report and the accounts examined annually by an auditor or an informal audit committee, who, if satisfied that the Treasurer’s annual report is correct, shall sign a statement of that fact at the end of the report.

H. Checks and Debit Cards – The Executive Board members authorized to sign on the checking account and therefore possess checking debit cards shall be limited to the president(or co-presidents) and the treasurer. Any checks written for the amount over $200 must have dual signatures regardless of the bank’s requirements. Any debit card or check purchases are limited to budget approved expenses and must have prior approval from the executive board.

I. Money Counting – Monies taken in must always be counted in the presence of at least one Board Member at the end of all PTO events. Documentation will be kept to this affect.

X.  AMENDMENTS. These Bylaws may be altered, amended or repealed and the Voting Members at any Regular or Special Meeting by 2/3 majority of the members present and voting, provided that one week’s notice of the amendment was given.

XI. AUTHORITY. If any part of these Bylaws shall conflict with the decisions, policies or procedures adopted by the Olathe School Board, they shall be deemed null and void and the decision of the Olathe School Board shall, in all cases, control.

These Bylaws were adopted by the membership by a majority vote during a meeting properly called in October 4, 2011, and shall take effect immediately.