ARTICLE I: NAME

ARTICLE II: MISSION STATEMENT

ARTICLE III: STATEMENT OF PURPOSE

ARTICLE IV: MEMBERS
Section 1. Member Categories
Section 2. Responsibilities and Privileges

ARTICLE V: NOMINATIONS AND ELECTIONS
Section 1. Nominations
Section 2. Elections

ARTICLE VI: EXECUTIVE BOARD
Section 1. Members
Section 2. Meetings
Section 3. General Powers
Section 4. Authority
Section 5. Vacancies
Section 6. Term of Office
Section 7. Teacher Representatives

ARTICLE VII: MEETINGS
Section 1. General Membership Meetings
Section 2. Special Meetings

ARTICLE VIII: COMMITTEES
Section 1. Standing Committees
Section 2. Special Committees

ARTICLE IX: FINANCES
Section 1. Budget
Section 2. Financial Obligations
Section 3. Loans
Section 4. Commercial Paper

ARTICLE X: PARLIAMENTARY AUTHORITY

ARTICLE XI: AMENDMENTS

ARTICLE I: NAME

The name of the Organization shall be the Clayville Elementary School Parent Teacher Organization. 

ARTICLE II: MISSION STATEMENT

The purpose of this organization shall be to foster a closer relationship between home and school so that parents and teachers work collaboratively for the well-rounded education of all Clayville Elementary School students.

ARTICLE III: STATEMENT OF PURPOSE

The Clayville Elementary School Parent Teacher Organization is a non-profit organization established: 

• To enhance the educational environment at Clayville Elementary School.

• To promote understanding and communication between faculty, parents and staff.

• To provide and enhance educational, recreational and cultural opportunities for all Clayville Elementary School students by offering financial and creative support and volunteerism.

• To secure an environment for the best care, protection and education of the students at Clayville Elementary School.

   

ARTICLE IV: MEMBERS

Section 1. Member Categories

    A. Voting Members

• All parents, caretakers, or legal guardians of students who are attending Clayville Elementary School and all faculty and staff of Clayville Elementary School shall be eligible for membership in the organization and shall be designated as Voting Members.

• Voting Members shall have the right to attend and participate in all meetings and activities of the organization and to hold office.

• Voting Members are entitled to cast one vote per family in the election of Officers or for the purpose of amending these Bylaws.

   

    B. Non-voting Members

• 1) Honorary Members: All parents, caretakers, or legal guardians of former students and former faculty and staff of Clayville Elementary School shall be eligible for membership in the organization and shall be designated as Honorary Members. Honorary Membership may also be extended to other persons by a vote of the membership.

• 2) Advisory Member: The principal, by virtue of the office, shall serve in an advisory capacity to the Organization and shall be deemed an Advisory Member. This shall be a non-voting position. If the principal has a child currently attending Clayville Elementary School, his or her status as a parent, caretaker, or legal guardian supersedes his or her status as Principal.

Non-Voting Members shall have the right to attend and participate in all meetings and activities of the organization. 

Section 2. Responsibilities And Privileges

    A. Responsibilities

       It is the responsibility of all members to attend meetings, contribute suggestions, and to support the Organization’s projects.

    B. Privileges 

• All members shall have the right to attend and participate in the activities of the Organization.

• No family shall be denied the right to participate in the activities of the Organization due to financial hardship.

• It is the privilege of Voting Members to vote in the May election.

ARTICLE V: NOMINATIONS AND ELECTIONS

Section 1. Nominations 

Officers will be elected from a slate of officer candidates based on membership nominations prepared by the Nominating Committee.

The Nominating Committee shall consist of the Principal, the Vice President, one (1) additional member of the current PTO Executive Board except the President or Co-Presidents, and one (1) general member.

Only Voting Members may hold office, and therefore, only Voting Members are eligible for nomination to the Executive Board.

The Nominating Committee will compile the nominations from a general mailing and will verify the eligibility of nominees. 

The Committee shall solicit nominations for any office for which no eligible nomination was made.

The Nominating Committee shall contact eligible nominees to confirm their willingness to hold office.

Candidates for the office of President or Co-Presidents must have one (1) full term of prior service on the Executive Board, unless no other willing nominee exists.

The names of eligible candidates accepting their nominations will be published in at least two pieces of correspondence and on the PTO Information Board prior to the election.

The Nominating Committee shall publish a schedule of election activities in April.

Section 2. Elections

    A. Procedure

• Officers shall be elected by confidential, written ballot to the Nominating Committee.

• Each Voting Member family shall receive one (1) ballot and is, therefore, eligible to cast one (1) vote.

• Confidential ballots shall be returned and deposited in a receptacle located in the School office.

• A majority, defined as 50% plus one (1) of the votes cast by the eligible member families, shall be necessary for election. In the event of a tie or in a race with multiple candidates where no single candidate obtains a majority vote, there shall be a runoff between those two candidates who receive the most votes.

• The Nominating Committee will count the ballots and will notify all candidates of the election outcome.

• An official announcement of the election outcome will be made at the next General Meeting and will be published in at least two pieces of correspondence and on the PTO Information Board immediately following the close of that meeting.

    A. Assumption of Office

• Officers shall assume their official duties following the final General Meeting in June.

ARTICLE VI: EXECUTIVE BOARD

Section 1. Members

• The Executive Board shall consist of a President or Co-Presidents, Vice President, Recording Secretary, Corresponding Secretary and Treasurer.

    A. President or Co-Presidents. The President or Co-Presidents: 

• Shall be the principal executive officer(s) of the Organization and shall supervise and manage all of the activities of the Organization.

• Shall coordinate the work of the Officers and committees of the Organization in order that the purposes of the Organization shall be promoted.

• Shall develop meeting agendas.

• Shall preside at all PTO and Executive Board Meetings.

• Shall oversee and facilitate the creation of committees and selection of chairpersons.

• Shall be an ex-officio member of all committees of the Organization, with the exception of the Nominating Committee.

• Shall inform the Organization of district functions, policies and meetings affecting the Clayville Elementary School PTO.

• Shall maintain regular communications with the Principal.

• B. Vice President. The Vice President:

• Shall act as an aide to the President or Co-Presidents.

• Shall perform the duties of the President or Co-Presidents in his/her/their absence.

• Shall maintain and distribute Event Information Binders.

• Shall preside over the election process.

• Shall, with the advice of the Principal, insure the Organization’s compliance with all applicable federal, state and local laws and with Scituate School Department regulations.

    C. Recording Secretary. The Recording Secretary:

• Shall record and report printed minutes of each general meeting of the Organization to the PTO Executive Board, Teachers and Administrators within ten (10) days of said meetings; and shall assist in answering questions which may arise during the school year pertaining to any previous meetings.

• Shall maintain a file of meeting information including agendas, roll sheets, Secretary’s Reports, Treasurer’s Reports, and Correspondence.

• Shall keep a register of the members and provide the same to the Officers and to the Principal.

• Shall maintain a register of PTO events and volunteers and provide the same to the Vice President for the creation of Event Binders, to the other members of the Executive Board and to the Principal.

• Shall maintain a record of the Executive Board Meetings with a listing of topics discussed.

• Shall maintain a file in which the current Bylaws are kept so that amendments can immediately be entered as amended.

• Shall assist other PTO Officers in the production of correspondence as needed.

    D. Corresponding Secretary. The Corresponding Secretary: 

• Shall prepare and distribute the Organization’s newsletters.

• Shall prepare and distribute other correspondence deemed necessary, including event announcements in the absence of an event Chairperson.

• Shall create and distribute materials for the Volunteer and Membership Drives with assistance from the Recording Secretary if necessary.

• Shall keep a chronological file of all other correspondence created and distributed throughout the school year.

   

    E. Treasurer. The Treasurer:

• Shall be the custodian of all financial records of the Organization.

• Shall be in charge of and be responsible for all funds of the organization.

• Shall receive and give receipts for monies due and payable to the organization.

• Shall deposit such funds in a financial institution selected by the Executive Board.

• Shall make disbursements as authorized by the President, Executive Board or membership in accordance with the budget adopted by the membership.

• All deposits and/or disbursements shall be made within a maximum of thirty (30) days from the receipt of the funds and/or requests for payment.

• Shall present a monthly written financial report at each general meeting, generate quarterly reports and a report at year-end.

• Shall insure that an audit be conducted by either an impartial third party, or by an informal auditing committee consisting of two (2) qualified members of the Organization appointed by the Executive Board, prior to July 31 each year.

• A proposed budget shall be reported by the Treasurer at the Executive Board meeting prior to the beginning of the School year.

Section 2. Meetings

Regular meetings of the Executive Board shall be held during the year.

Adequate notice of meetings shall be given to all members of the Executive Board; and, in the absence of an emergency, notice shall be at least seven (7) days in advance.

    A. Quorum

A majority of the members of the Executive Board shall constitute a quorum for the transaction of business. 

    A. Voting

• Any meeting that has a quorum shall require a majority vote of those Executive Board members present in order to take action on behalf of the Board.

Section 3. General Powers

The Executive Board shall manage the affairs, activities and operation of the Organization. The Executive Board 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, administration, 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 Organization.

Section 4. Authority

The Officers of the Organization shall have no powers beyond those granted in these Bylaws. They may take no action that exceeds this limitation until it is approved by a majority vote of the members of the Executive Board and Principal, or by a proper vote of the Voting Members at a properly called General Membership or Special Meeting as defined herein.

Section 5. Vacancies

The Executive Board shall immediately address a vacancy in any office.

Should a vacancy occur in the office of the President, the Vice President shall immediately assume the office for the remaining portion of the term. 

Should a vacancy occur in the office of Vice President, Recording Secretary, Corresponding Secretary or Treasurer for any reason, the vacancy shall be filled by election at the next regular meeting of the membership, consistent with the procedures established herein.

Section 6. Term of Office

An Officer’s term shall be one year.

No restriction exists on consecutive terms of office in order to insure that positions on the Executive Board are filled by willing candidates.

Section 7. Teacher Representatives

One (1) or two (2) faculty members, selected by the Principal and approved by the Executive Board, shall serve in an advisory capacity to the Executive Board and shall be termed "Teacher Representatives."

ARTICLE VII: MEETINGS

Section 1. General Membership Meetings

General Membership Meetings shall be held monthly, with a minimum of five meetings during the school year. 

The time and place of the meetings shall be announced by written notice to the membership at least seven (7) days prior to the meeting.

Section 2. Special Meetings

Additional meetings of the Organization may be called either by vote of the Executive Board or by petition of a majority of the Voting Members to the Executive Board. Such requests shall be in writing and shall state the purpose of the meeting. The time and place of all Special Meetings shall be announced by written notice to the membership at least four (4) days prior to the meeting.

    A. Quorum

Those members present at a properly called General Membership Meeting or Special Meeting shall be designated as a quorum.

    B. Majority Vote

 A majority vote shall be defined as two-thirds (2/3) of those members present. The President or Co-Presidents shall abstain from voting except for the purpose of breaking a tie vote.

    C. Conduct of Meetings

Meetings shall be conducted according to Robert’s Rule of Order. Motions shall be made, seconded, discussed, amended and voted on in due course. Motions or business that is tabled shall be considered at the next meeting or at some other agreed upon time.

ARTICLE VIII: COMMITTEES

Section 1. Standing Committees

The Executive Board shall appoint the chairpersons of Standing Committees.

Only Voting Members may serve as chairpersons. 

Any PTO member may serve on a Standing Committee. 

Chairpersons shall submit all plans, activities and formal reports directly to the Executive Board for approval.

    A. Nominating Committee

A Nominating Committee shall exist and shall carry out its responsibilities as specified in Article V, Nominations and Elections, above.

    B. Other Standing Committees

• The Executive Board may, at its discretion, vote to establish other Standing Committees.

Section 2. Special Committees 

The Executive Board may create Special Committees. 

• Special Committees shall be created for a specific time period or to perform a specific task on behalf of the membership. Special Committees shall cease to exist when that time period or task has been completed, or at the end of each school year unless granted an extension by the incoming Executive Board.

• The Executive Board shall appoint chairpersons of all Special Committees. Only Voting Members may serve as chairpersons.

• Any PTO members may serve on the committee.

• Chairpersons shall submit all plans, activities and formal reports directly to the Executive Board for approval, and reports shall be shared at General Membership meetings as deemed appropriate by the Executive Board.

ARTICLE IX: FINANCES

Section 1. Budget

The Executive Board shall present an anticipated budget for approval at the first General Membership Meeting of the year. This budget shall be used to guide the activities of the Executive Board during the year.

Section 2. Financial Obligations 

The Executive Board may authorize any Officer or Officers to enter into contracts or agreements for the purchase of materials or services only on behalf of the Parent Teacher Organization.

Section 3. Loans

No loans shall be made by the Organization.

Section 4. Commercial Paper

The PTO checking account will carry two authorized signatures as required by the designated financial institution. All checks, drafts, or other orders for the payment of money on behalf of the Organization may be signed by the Treasurer or one other member of the

Executive Board as approved by the Board.

ARTICLE X: PARLIAMENTARY AUTHORITY

The current edition of Robert’s Rules of Order Newly Revised shall govern the Organization in cases where these Bylaws are silent.

ARTICLE XI: AMENDMENTS

Written notice must be given to the membership at least seven (7) days in advance of a properly called General Membership Meeting or Special Meeting for the purpose of amending these Bylaws. 

Five percent of the total number of Voting Member Families must be present to constitute a quorum for the purpose of voting on an amendment to these Bylaws.