Proposed HNIS PTO Bylaws to be voted on in November 2017 General Board Meeting
Holley Navarre Intermediate Parent Teacher Organization (PTO) Constitution and Bylaws
These bylaws were voted upon and passed at the general meeting of the Holley Navarre Intermediate PTO on __________________.
Holley Navarre Intermediate Parent Teacher Organization (PTO) Constitution and Bylaws
These bylaws were voted upon and passed at the general meeting of the Holley Navarre Intermediate PTO on __________________.
Signed: __________________________________Date:_____________ (PTO President)
Signed: __________________________________Date:_____________ (Principal/Administrator)
Article I: Name
Holley Navarre Intermediate School (HNIS) 1936 Navarre School Road
Navarre, Florida 32566
The name of the organization is:
Holley Navarre Intermediate School Parent Teacher Organization Navarre, Florida 32566
It is a local PTO in House organization.
Article II: Articles of Organization
The organization exists as an unincorporated organization of its members. Its "articles of organization" compromises these bylaws, as from time to time amended, and its articles of association, the bylaws shall be deemed to be the articles of organization. Each position within the executive board shall be categorized to a separate page. In the event of any conflict between these bylaws and the articles of associations, these bylaws shall govern.
Article III: Definitions
Section 1: Monthly Meetings: Regular meetings of the organization shall be held at least once a month, unless otherwise provided by the organization or the executive board. Five-day notice shall be given of a change of date. Minutes and Attendance recorded.
Section 2: Special Meetings: Special meetings may be called by any chair of the executive board for committees or planning purposes. Five-day notice shall be given of a special meeting.
Section 3: Last Meeting: The last regular meeting of the organization shall be held in June, and shall be known as the "Year in Review”. This is a mandatory meeting that All board members, new and prior, are required to attend. All prior board members are to bring all materials to the last meeting. Attendance taken.
Section 4: Mandatory Meetings: Administration and President are allowed to call with a 5-day notice, all executive board is required to attend. These are not to be called lightly. Attendance is taken.
Section 5: Emergency Meetings: Administration and President are allowed to call with a 3-day notice, all executive board is required to attend. Attendance and minutes are taken.
Section 6: General Membership Meeting: A meeting of the general membership shall be held at least twice during the school year and shall be listed on the PTO website and Facebook page. The intent of the meeting is to be a presence, advertise, recruit, and answer questions. The coordination of these meetings will be the responsibility of the President and Membership chair.
Section 7: Executive Board: Executive board includes President, Vice President, Treasurer, Secretary, Membership, Events Coordinator, Fundraising & Volunteer Coordinator Chairs.
Section 8: General Board: General board includes Executive Board, Administration, Grade Level Representatives, and Department Level Representatives appointed by the principal. The members of the General board shall serve until the next election and serve for a length of one school year.
Section 9: Quorum Minimum: 51% of executive board shall constitute a quorum for the transaction of business in any general meeting of this organization.
Section 10: Fiscal Year: The fiscal year of the association shall begin on July 1st and end on the last day of the school year, with a minimum balance of $3000 in PTO funds.
Article IV: Purpose and Tax Exempt Status
Section 1: Purpose:
a. To promote the well-being of the students of HNIS.
b. To promote and enhance the educational purpose of HNIS.
c. To develop relationships between educators, parents and the general public in attempts of united efforts to secure the highest advantage in physical, mental and social development.
Section 2: Tax Exempt Status Mandatory: The organization is organized exclusively for the charitable, scientific, literary and educational purposes within meaning of Section 501(c)(3) of the Internal Revenue Code or corresponding section of any future Federal tax code.
Article V: Basic Policies
a. The organization shall be noncommercial, nonsectarian and nonpartisan.
b. The name of the organization or the names of any members in their official capacities shall not be used to endorse or promote a commercial
concern or in connection with any partisan interest or for any purpose not appropriately related to promotion of the objectives of the organization.
c. The organization shall not, directly or indirectly, participate or intervene 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.
d. The organization shall work with the school to enhance the quality of education for all students.
e. No part of the net earnings of the organization shall inure to the benefit of, or the 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 III hereof.
f. Notwithstanding any other provisions of these articles, the organization shall not carry on any other activities not permitted by an organization exempt from Federal Income Tax under Section 501(c)(3) of the IRS code, or (ii) by an organization, contributions to which are deductible under Section 170(c)(2) of the IRS code.
g. All financial records will be kept in the school, and accessible at all times where the administration and board both has access.
h. Aboard designated CPA is required to audit the Treasury at the end of each school year.
i. PTO insurance must be in place for all Directors, in place at all times and never lapse. Insurance must include Directors/Officers Insurance, General Liability, Excess Liability and Crime Insurance.
j. Upon the dissolution of this organization, after paying or adequately providing for the debts and obligations of the organization, the remaining assets shall be distributed to Holley Navarre Intermediate School.
k. All Executive Chairs shall have the ability to form committees to aid and assist with any responsibilities upon approval of the President.
l. All board members and committee participants must sign and abide by the PTO code of conduct and be an approved volunteer of HNIS.
m. Only the parties on the banking account have active purchasing power. The President, Vice President & Treasurer shall be on the bank account and have the ability to purchase. If an approved purchase is allowed, any individual on the board is able to purchase and be reimbursed within 48 hours. If there is a need to purchase with a PTO check or debit card, one of the members with purchasing power will within 48 hours be available to accompany to purchase approved items.
n. The treasurer's account shall be examined annually by a board designated CPA who will perform the audit and annual completion of tax form 990. An audit committee of the President, Vice President and Treasurer, who satisfied that the treasurer's annual report is correct, shall sign a statement of that fact at the end of the report. The auditing committee will report on status at the next regular meeting after their appointment.
o. All chairs are required to write project assessments and give to Secretary within 2 weeks of project completion, and suggest future project milestones, room for improvement and indicate preferred method of implementation.
p. When any physical funds are received two board members must be present to count and verify. Then funds will be logged into a receipt book held at the school and totals of checks, cash and total amount will be reported to treasurer and receipt will be signed.
q. Robert's Rules of Order Newly Revised, 11th edition shall designate over all matters that are not specified in these bylaws.
Article VI: Members and Dues
Section 1: Requirements for Membership: Membership in the PTO consist of any HNIS parent, guardian, or person in “Loco Parentis”, as well as any Staff member of HNIS. Membership may be extended by the Administration or President.
Section 2: Non Discriminatory Membership: Membership in the PTO shall be made available to any individual who subscribes to the objectives and basic policies of the PTO without regard to race, color, creed or national origin.
Section 3: PTO Members Only: Only members of the organization shall be eligible to participate in the Executive Board, or to serve elective or appointive positions.
Section 4: Annual Dues: Each member of the organization shall pay annual dues to the organization. Dues to be determined at the July meeting by incoming executive board. Parents who have joined PTO at other schools and move to HNIS will not be required to pay annual dues.
Article VII: Officers and Elections
Section 1: Officers and Elections:
a. The elected officers of the Executive Board shall consist of a President, a Vice President, a Secretary, a Treasurer, a Volunteer Coordinator, an Events Coordinator, a Fundraising and Membership Chair.
b. Officers shall be elected by anonymous online or paper based ballot annually, in the month of May, by all current HNI families (only one ballot per household), selected by majority vote and will be announced by the administration by the end of May so that a transition meeting can be scheduled over the summer and so that both the old and new board can attend the 'Year in Review' meeting held in the first week of June.
i. All previous members must attend the mandatory June meeting and provide all documents and material related to their position to help in the transition including having their board google accounts current.
ii. If there is only one nominee for any office, election for that office may be determined by a yes/no majority vote of all current HNI families (one ballot per household).
c. Officers shall serve for a term of one (1) year or until their successors are elected. In the event that no successor is elected, the position is declared vacant. The executive board must fill vacant positions.
d. No officer shall be eligible to the same office for more than two consecutive terms unless running unopposed. No officer can hold or run for more than one elected or appointed office at a time. If a vacancy occurs and a position is filled before December 1 of any given school year, then the officer holding that position shall only be allowed to run for one more term in that office. If a vacancy occurs and a position is filled after December 1 of any given school year, then the officer holding that position shall be allowed to run for two more terms in that office.
Section 2: Nominating Process:
a. The nomination process will allow for any individual to apply, regardless of sex, color, origin, disability or any other circumstance. Nominees are to be presented to the board by a board member or self-nominated by the interested member. In order to be nominated, a person must be a member of the PTO and submit in writing (one paragraph) as to why they would benefit the school serving in the specific executive board position of interest.The specific writing will be placed on the ballot.
b. Only those persons who have consented to serve if elected shall be nominated for or elected to such an office.
Section 3: Participation:
a. All board members are expected to be at the majority of events and help in any other means necessary.
b. All board members shall deliver to their successors all materials by June’s ‘Year of Review’ meeting and provide written and digital record of annual recap with noted rooms for improvement, suggestions of streamlining, additional duties, time allotment (specific and general). All members are required to upkeep the current information on the PTO Drive.
c. All board members shall attend the mandatory summer meeting and meet with the incoming President & Vice President prior to the start of the new school year.
Section 4: Voting:
a. Key voting which shall include voting on issues regarding budget, bylaws, and calendar will be done by all board members including administration, non-instructional staff representatives, and teachers’ representatives.
b. Voting for incoming board members will be done anonymously in an online or paper based format. Each HNI family will have 48 hours from the date voting is opened to cast all votes. Voting for incoming board members will be done by majority and results sent to administration and announced the following day.
c. After May elections any vacant seats in the executive board positions of President, Vice President, Treasurer and Secretary will be appointed by the Principal.
d. After May elections any additional vacant seats will be voted on by online or paper based ballots by the end of September, if any seats are vacant at the end of September the vacant position(s) will be absorbed by filled positions.
e. Voting on Budgetary Matters & Spending Limits:
i. The President may authorize any expenditure up to $150.00
ii. The Board with majority vote may authorize up to $1500.00 in expenditures not currently budgeted
iii. Any expenditure exceeding $1500.00 shall be approved by majority vote at a general meeting or by email/online vote with the exception of those expenses specifically outlined in the budget.
Section 5: Removal of Officers:
a. Meeting Attendance: If a board member misses two meetings without an approved absence, the member will be counseled and reprimanded by the President within 72 hours of the second missed meeting.
The process shall be as follows:
i. The Secretary will contact the member to inquire of the absence excuse.
ii. The Secretary will pass the information to the President for a letter of reprimand.
iii. If three meetings are missed without approval, there will be grounds for majority vote removal of the offending board member at that meeting.
b. A PTO Executive Board member can also be removed from office on the basis of reliable information that has been submitted in writing and received by the Officers of the Executive Board, which a 51% majority of the Officers believe, in their discretion, would be potentially harmful to the function of the organization, if such a person were not removed from office. A Quorum must be present and removal shall require 51% votes of those Executive Board members present. A meeting called pursuant to this section may be closed to all but the Executive Board. In this instance, the PTO member has 10 days to file a written response as to why they should not be removed from the board. The Executive Board will call a mandatory meeting to hear from the PTO member and then will re-votes for removal after the Board member leaves requiring a 51% vote of those present.
c. Administration can request the removal of any board member or committee member at any given time.
d. Administration will oversee the overall operations of the PTO.
e. Once a PTO Board member has been removed from office pursuant to this section, and has been notified in writing of the reason for removal that person shall no longer be eligible to hold a Holley Navarre Intermediate PTO board position without the unanimous approval of the Executive Board.
Article VIII: Duties of Executive Board
Section 1: Administrative Representative
Communications Liaison. The Administrative Representative shall consist of either the Principal or the Assistant Principal and is responsible for communicating with the PTO President and Executive Board as a District Liaison and provides instruction and guidance on school needs and fundraising goals.
Attends Summer Meeting. The Administrative Representative is to meet with the incoming President and Vice President prior to the start of the new school year.
Determines Fundraising Goal. Works with the President to determine annual fundraising goals and provides all associated costs and outlines potential implementation hindrances.
Section 2: PTO President
Preside Over the Organization. The President shall create a meeting agenda and preside at all meetings and projects of the organization unless Committee driven in which the President shall defer to the Committee Chair.
Budget. The President will have an operational budget that he/she is responsible for dispensing.
Financial Records. Responsible for creating a budget with the treasurer and meets with the treasurer monthly to ensure budget is being followed.
Auditing Committee and Signature Needed. Assist in the Auditing Committee. Signature is required for annual IRS audit form as well as PTO treasury account.
Committee. Will create and appoint project committees as needed with chairs. Responsible for building, maintaining and dissolving all committees.
Sergeant at Arms. Adopt the responsibilities of any board position not filled and have a general hand in each department to ensure viability. The President shall act as an aid to all committees to insure viability.
Implement Annual PTO Insurance. During the summer, research and cost compare insurance coverage. Coverage required: Directors' & Officers' Liability Insurance (D&O), General Liability, Crime Insurance and Excess Accident Medical Insurance.
Public Relations . Public Correspondence. The Public Relations Chair is responsible for drafting a parent newsletter, updating the PTO website, Social Media and working with local media outlets in efforts of bringing positive press and attention to the school.
Section 3: PTO Vice President
Aide to the President. The Vice President shall act as an aide to the President and shall perform the duties of the President in an absence. The Vice President can also appoint a committee to a chair if deemed necessary.
Presidential Vacancy. In the event the president is unable to continue her position, the Vice President automatically assumes the president position. The Executive board will vote by 51% majority a vice president from within the executive board.
Auditing Committee and Signature Needed. Assist in the Auditing Committee. Signature is required for IRS audit form as well as PTO treasury account.
Seek Local Donations. Seek local donations to promote volunteer activity.
Section 4: PTO Secretary
Record and Incorporate Meeting Minutes. The Secretary shall record the minutes of all meetings of the organization and send to the President no later than one week after the meeting. Secretary is responsible for sending the minutes to the webmaster no later than one week after the meeting and ensuring all records are kept current online and in the school.
Section 5: PTO Treasurer
Account Maintenance. The Treasurer shall have custody of all funds of the organization and shall keep a full and accurate record of receipts and expenditures in compliance to the bylaws and IRS standards and shall make disbursements in accordance with the approved budget; as authorized by the majority of the board.
Financial Records Location. The Treasurer is responsible for filing all financial records online and in the school accessible only to members of the PTO executive board.
Ensure Tax Exempt Status. Will submit necessary paperwork on an annual basis to ensure the Tax Exempt Status remains intact.
CPA Influence and Direction. Ensures executive board approved CPA files taxes & form 990 annually and perform annual audits to ensure compliance.
Multiple Signatures Checkpoint on Bank Account and PTO Checks. Three (3) signatures are to be on file at the bank (President, Vice President, Treasurer) with two (2) signatures being required on all PTO checks, no exceptions.
Debit Card. Holley Navarre Intermediate PTO will have one debit card for use to pay for purchases. The debit card will be kept in the possession of the treasurer. The only officers that shall have permission to use the debit card will be the President, the Vice President, and the Treasurer.
Section 6: Volunteer Coordinator
Seek Volunteers. Ask for volunteers to help run events, and ensuring proper staffing is obtained for each event. Volunteers can be requested via any publication means deemed necessary.
Membership Drive. The Volunteer Coordinator shall work closely with the Membership Chair during the annual Membership Drive and strongly push for volunteers.
Due Diligence. Confirm all volunteers have been school approved before volunteering with PTO.
Section 8: Events Coordinator
PTO Sponsored Events. Events coordinator is responsible for ensuring all PTO sponsored events are running efficiently from planning to execution appointed by the president.
Staff Appreciation Events. The Events Coordinator is responsible for overseeing all Staff Appreciation activities to include Staff Appreciation week while operating in the board approved budget.
Section 9: Fundraising Chair
Organizing, Planning, and Implementing all School Fundraisers. The Fundraising Chair is responsible for organizing, planning and implementing all school fundraisers. The Fundraising Chair will work closely with the President and Vice President.
Obtain and Incentive Community Sponsors. Obtain and incentive community sponsors with free advertising, community outreach projects and distributing sponsorship certificates.
Section 11: Membership Chair
Membership Records Routinely Updated. The Membership Chair is responsible for keeping the membership roster updated online and available upon request.
SOAR Members Yearbook Coordination. Categorizes the SOAR members for yearbook spotlight.
Article IV: Duties of Teacher Representative Chairs
Grade Level, Special Area, and Non-Instructional Staff Representatives
General Responsibility. Each Grade Level and Special Area Representatives are responsible for offering ideas in the best interest of the students and teachers they represent and to make the Executive board aware of the school supplies needed for each grade level and special area.
Teacher Event Participation. All teachers are encouraged to help with Student Programs so that the PTO parent board can spend some time at the family orientated events.
Communicating with Teachers. Each Grade Level and Special Areas Representative shall communicate with the teachers in their respective grade levels and special areas and relay information from the board meetings. They shall also convey school information to the board as well.
Article X: Code of Conduct
a. Uphold the Bylaws, Purposes, and Basic Policies of the PTO
b. Respect all members of the board, and refrain from comments, public and private, which defame the work or character of any board member.
c. Respect the confidentiality of all information, both oral statements and written materials that occur during board meetings or private discussions among board members. Materials and statements designed to be shared with the membership are not considered confidential.
d. Respect and support decisions adopted by the board and made within the parameters of the Bylaws. Disagreements with those decisions need to be brought before the PTO board. Decisions deserve the respect and confidentiality of each member of the board.
e. Recognize that the President is the official spokesman of the Holley Navarre Intermediate PTO.
f. When making statements based on personal opinions, declare publicly that the statements are personal and are not being offered as the position of the PTO.
g. Respect the Holley Navarre Intermediate PTO and not make statements that will undermine the public confidence in the association or damage its reputation.
h. Acknowledge that the dignity of each individual is a right that needs to be recognized and protected by contributing to a board environment that is fair and democratic.
i. Respect the board and the president by providing adequate information concerning an absence or resignation.
j. Resign when unable to fulfill the duties of the position, which includes attending PTO board meetings and events.
k. Recognize that when conflict arises, it is the obligation of each board member to address that conflict in an atmosphere of respect and democracy. When the conflict becomes harmful to the Holley Navarre Intermediate PTO, it is the duty of a board member to resign.
l. Refrain from using information obtained through the PTO for the personal financial gain of self, family or personal friends.
m. Respect the decisions made by the Administration.
Article X: Parliamentary Authority
The rules contained in the current edition of Robert's Rules of Order Newly Revised, 11th edition shall govern the organization in all cases in which they are applicable and in which they are not in conflict with the bylaws.
Article XI: Amendments
Section 1: Amendment Proceedings: These bylaws may be amended at any regular meeting of the organization by a majority vote by the members present, provided that notice of the proposed amendment shall be given at least 30 days prior to the meeting at which the amendment is voted upon.
Section 2: Bylaw Replacement: The President may replace a revised bylaw as a substitute for the existing bylaws only 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.
Section 3: Effective Date: The amendment/revised bylaw shall become effective the day after the vote.
Please read and sign in prior to completing your first day in office
I, ______________________, elected as the _________________ of the Holley Navarre Intermediate Parent Teacher Organization for the school year 20____ to 20____ do hereby solemnly swear to uphold the bylaws as written and fully understand the responsibilities laid out before me given my position and will perform my duties as outlined with enthusiasm and willingness with a constant mindset and purpose for the wellbeing of our students, teachers and staff of Holley Navarre Intermediate School.
__________________________ ____________________ Administration
__________________________ ____________________ President
__________________________ ____________________ Vice President
__________________________ ____________________ Secretary
__________________________ ____________________ Treasurer
__________________________ ____________________ Membership
__________________________ ____________________ Events Coordinator
__________________________ ____________________ Fundraising
__________________________ ____________________ Volunteer Coordinator
__________________________ ____________________Third Grade Rep.
__________________________ ___________________Fourth Grade Rep.
__________________________ ____________________ Fifth Grade Rep.
__________________________ ____________________ E.S.E. Rep.
__________________________ ___________________ Special Areas Rep.
__________________________ ___________________ Non Instructional Rep.