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Parent Teacher Organization By-Laws

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Article I: Name

The name of the organization shall be Sagewood Parent Teacher Organization.

Article II: Purpose

The purpose of the Organization is to support and enhance Sagewood Elementary School by:
  • Promoting open communication between the administrators, teachers and parents/guardians.
  • Encouraging student, parent, and administrator/teacher participation at school functions.
  • Providing an atmosphere for parental support, e.g. parents sharing ideas, experiences, problems, and solutions.
  • Organizing and/or contributing funds and services to classrooms, special projects, and extra-curricular activities which directly benefit our Sagewood students.
  • Promote the welfare of our Sagewood students and provide enriching experiences for all students.
  • Support a safe learning environment for students, staff and educators.

Article III: Membership and Dues

Section 1: Membership to the Organization shall be available to:
A. All parents/guardians with a child enrolled and attending Sagewood Elementary.
B. Any member of the staff working at Sagewood Elementary.
Section 2: There will be no dues paid for membership in the Organization.

Article IV: Basic Policies

Section 1: The Organization shall be non-commercial, nonsectarian, and nonpartisan. It shall not be affiliated with a national parent teacher organization or association.
Section 2: The Organization shall seek to improve the quality of education for all of the students at Sagewood Elementary.
Section 3: This organization may make suggestions to the administration concerning activities of the school, but it shall neither seek to direct the administrative activities of the school nor to control its policies.
Section 4: This organization may cooperate with other organizations and agencies concerned with child welfare, but no persons representing this organization shall make any commitments that bind this organization without previous approval of a majority of the membership.
Section 5: The Organization shall not engage in any activities that counter the Sagewood Elementary or the Natrona County School District #1 policies or procedures.
Section 6: The name of the Organization or the names of any members in the official capacities shall not be used in conjunction with a commercial concern or with any partisan interest for any purpose not appropriately related to the promotion or purpose of the Organization.
Section 7: A majority of the serving members of the Executive Committee shall constitute a quorum.
Section 8: Binding commitments of resources (i.e., finical or service) of the Organization can be made by a majority vote of the members present at a regular meeting or by a majority vote of the executive board; if the executive board makes a spending decision separate from a regular meeting the amount shall not exceed $300.
Section 9: Each school year, $200 will be available per grade level for teachers to use. Teachers will request money in person at a regularly scheduled Organization meeting. Requests must be approved by a majority of members present. The Organization will also make available up to $500 per year for other staff members (speech, music, P.E., band, special education, tutors, etc.) to request funds. Staff members will request money at a regularly scheduled meeting. Requests must be approved by a majority of members present.
Section 10: Each year $1,000 will be allocated for Key Camp scholarships for 5th grade students. Parents/guardians of 5th graders accepted into Key Camp at Casper College may request funds toward the cost of camp. No individual scholarship will exceed $250. Money will be sent by the Organization Treasurer to Key Camp in the name of the student(s) attending and put toward their account balance. If a student(s) does not attend camp, for any reason, Key Camp will reimburse the Organization any unused scholarship funds.

Article V: Tax Exempt Status Policies

The policies in this section have been established to maintain a tax exempt status as defined in section 501 © (3) of the Internal Revenue Code.
Section 1: The Organization shall be established and operated for charitable and educational purposes.
Section 2: No part of the net earnings of the Organization shall inure to the benefit of, or be distributable to its members, 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 the purpose article hereof. No substantial part of the activities of the Organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the Organization shall not participate in, or intervene in (Including publishing or distributing statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of this document, the Organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from federal income tax under section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or (b) by an organization, contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code, or corresponding sections of any future federal tax code.
Section 3: 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 the state or local government, for a public purpose.

Article VI: Officers

Section 1: The Executive Officers of this Organization shall be the President, Vice President, Treasurer, and Secretary. The positions shall be held by parent/guardian members of the Organization.
Section 2: The nominating committee members shall solicit recommendations for new officers and submit a slate with at least one candidate (or more, as co-volunteers apply) for each office that is being vacated that year. Additional nominations for each vacated office shall be accepted from members of the Organization at any time prior to the election. These nominations can be in writing or from the floor. All board positions have a one-year term; however a person holding a board position can choose to do one additional consecutive term. Once completing a second term a person will not be eligible to hold that same board position again unless there are no other candidates available who have not held this position previously.
Section 3: Officers shall be elected by a simple majority vote of the members present at the second to last regular meeting. In cases where there are two or more nominees, the vote shall be by written ballot. Ballots shall be counted by members of the Organization who do not have positions on the outgoing or nominated Executive Board.
Section 4: Outgoing officers will need to provide all PTO financial and other pertinent records to the incoming officers within 10 business days from the last day of the school year. The outgoing Officers will be required to make themselves available to the incoming Officers at a pre-determined meeting to transition their responsibilities. Furthermore, the outgoing Officers will make themselves available when possible to the incoming Officers to provide assistance as necessary throughout the upcoming school year.

Article VII: Officer Duties

The primary duties of the officers of the Organization are included below. The officers are free to delegate any of their responsibilities unless their title is specifically called out elsewhere in the bylaws (e.g., in Article IX). The officers, collectively as the Executive Board, have additional duties outlined in Article VII. The Executive Board or the membership of the Organization can also assign additional duties to the officers.
 
Section 1: President/Vice President
A. Sets the agenda for all regular, Special, and Executive Board meetings of the Organization.
B. Presides over Regular, Special, and Executive Board meetings of the Organization.
C. Calls the newly elective officers together for an Executive Board meeting prior to the new school year.
D. Hold a copy of the Bylaws making them available at all Regular, Special, and Executive Board Meetings of the Organization
Section 2: Treasurer
A. Keeps and reports the accounting of the Organization.
B. Has responsibility for safekeeping of the funds and financial records of the Organization.
Section 3: Secretary
A. Records the minutes at Regular, Special, and Executive Board meetings of the Organization.
B. Coordinates correspondence to and from the Organization.
C. Coordinates public relations of the Organization including, but not limited to gestures of appreciation and sympathy.

Article VIII: Executive Board Committee

Section 1: The Executive Board Committee shall consist of the Executive Officers of the Organization.
A. The term of office for the elected Executive Officers shall be one year beginning and ending on Memorial Day.
Section 2: The duties of the Executive Board Committee shall be to:
A. Schedule and announce regular and special meetings of the Organization.
B. Prepare and submit for adoption an annual budget for the Organization.
C. Present a status report at the regular meetings of the Organization.
D. Prepare and maintain a complete and accurate record of the accounts of the Organization and the minutes of its meetings.
E. Create standing and special committees
F. Review the plans of work of the standing and special committees.
G. Authorize expenditures that have been budgeted or subsequently approved by the Organization.
H. Transact necessary business in the intervals between regular or special meetings of the members and such other business as may be referred by the Organization.
I. At the end of the school year ensure that at least $2,000.00 is left in the bank account for the upcoming school year

Article IX: Resignations, Vacancies and Removals

Section 1: Any Officer may resign from office at any time, by written notice to the Executive Committee. In the event of resignation or vacancy occurring in any office, the Executive Committee shall be empowered to elect an Organization member to fill the unexpired term of that office. In the event of a vacancy in the office of the President, the Vice President of the Board shall fill the duties of that Office for the remainder of the term
Section 2: If an officer fails to perform his or her duties, he or she may be removed from office by a majority vote of the remaining officers where previous notice has been given.

Article X: Expenditures and Disbursements

All checks, which are written for disbursement to pay an expense, require two signatures by voted members of the Organization. There should be four check signees, one teacher, one office staff member and two Executive Board members, not including Treasurer.

Article XI: Meetings

Section 1: At least seven regular meetings of the Organization shall be held during the school year. The schedule for these monthly meetings shall be presented by the Executive Board at the first meeting and published in the school newsletter (or on the school’s social media outlets and website).
Section 2: Special meetings of the Organization shall be called by the Executive Board.
Section 3: Executive Board Meetings
A. Meetings of the Executive Board Committee shall be called when deemed necessary, with or without public notice.
B. Minutes of all Executive Board meetings shall be recorded and made available upon request.

Article XII: Power to Purchase Insurance

In order to protect and indemnify its Board and members and the assets of the PTO, the board shall be required to purchase and maintain liability insurance in such an amount that the majority of the Board deems appropriate. The Board shall obtain at least two bids on the cost of comparable coverage before choosing a liability insurance policy.

Article XIII: Fiscal Year

The fiscal year of the Organization ends May 31.

Article XIV: Adoption and Amendments

Section 1: Public notification of the proposed Bylaws or amendments and the planned date of ratification shall be made at least 20 days prior to the date of ratification. This notification shall be included in the school newsletter (or social media/website). During this period, the proposed Bylaws or amendments shall be given to all members present at a regular meeting scheduled prior to the date of ratification. Hard copies shall be made available in the school office.
Section 2: Twenty or more days after the public notification, the proposed Bylaws or amendment can then be ratified by either two thirds affirmative vote of the members present at any regular or special meeting of the Organization or by the Executive Board Committee.

Article XV: Dissolution

The Organization may be dissolved in the following manner:

A. The Executive Board shall give notice to the entire membership that the dissolution is being considered by publishing the articles of dissolution.
B. At least two weeks following the notice, a special meeting shall be called to discuss the dissolution proposal and to vote.
C. Dissolution requires approval of the Articles of Dissolution by two-thirds of the members present by written vote.
D. Dissolution shall take effect when specific in the Article of Dissolution. Upon dissolution, remaining funds shall be disbursed as defined in Article IV-C.